Executive Administrative Assistant

309 Fitouts LLC FZ; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A fit-out and interior design company is seeking a highly organized Personal Assistant to manage administrative tasks, project coordination, and social media. The ideal candidate is detail-oriented, has strong multitasking abilities, and proven experience in a similar role. Responsibilities include organizing administrative files, handling client communications, and managing social media accounts. A driving license and a car are required for running errands. The position is full-time and primarily on-site in Dubai/Ajman.

Qualifications

• Proven experience in personal assistance or admin coordination.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication in English.
• Proficient in MS Office and email correspondence.
• Experience in social media management and photo editing.

Responsibilities

• Organize administrative files and maintain workspace.
• Prepare and submit invoices, ensuring timely follow-up.
• Gather information for preparing professional quotations.
• Manage client correspondences and relationships.
• Take accurate minutes and follow up on action items.
• Manage social media pages and share brand content.
• Run errands to support site needs.

Skills

Organizational skills

Multitasking

Verbal communication

Written communication in English

Social media management

Basic photo editing

Tools

MS Office

Photoshop

Canva

Job description

Overview

Position: Personal Assistant (Admin, Project Coordination & Social Media – Fit-Out Industry)

Location: onsite and running errands (Ajman based)

Type: Full-time

Must have license and a car

We are seeking a highly organized, proactive, and detail-oriented Personal Assistant to support our daily business operations in the fit-out and interior design sector. This role requires strong administrative skills, industry knowledge, social media management capabilities, and the ability to handle multiple priorities efficiently.

Responsibilities

• Admin & Organization: Organize and maintain all administrative files and digital desktop workspace for smooth daily operations.
• Accounting & Invoicing: Coordinate with the accounts team by preparing and submitting invoices according to the payment terms stated in the quotations, and ensure timely follow-up for payments.
• Quotations & Proposals: Gather information from the estimation team to prepare and send professional quotations to clients.
• Client Communication: Send and follow up on emails, manage client correspondences, and maintain strong relationships.
• Meeting Support: Shadow in meetings, take accurate minutes, and ensure action items are followed up.
• Industry Knowledge: Understand fit-out/interior project workflows and terminology to communicate effectively with the team and clients.
• Social Media Management: Organize and manage company social media pages (Instagram, Facebook, LinkedIn, etc.), post and schedule content, edit photos, and ensure high-quality visuals are shared to represent the brand.
• On-Ground Support & Errands: Be flexible to move around as required, including running errands to support site needs, gathering material samples, placing orders for uniforms, stationery, and site supplies, and ensuring timely delivery to the right locations.

Qualifications & Skills

• Proven experience in personal assistance or admin coordination, preferably in fit-out/interior design or construction.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication in English.
• Proficiency in MS Office, email correspondence, and document preparation.
• Experience in social media management and basic photo editing (Photoshop, Canva, or similar).
• Ability to work independently, handle multiple priorities, and manage tasks both remotely and on-site.
• Flexible to work remotely, with the ability to attend in-person meetings and visit sites when required (Dubai-Ajman-Sharjah-based preferred).