Executive Assistant

Reportage Properties LLC; Abu Dhabi; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading real estate development company in Abu Dhabi seeks an Executive Assistant Cum Document Controller to support the Chief Development Officer. Responsibilities include managing the CDO's office, overseeing critical documentation, and ensuring compliance with quality standards. Candidates should possess a Bachelor's degree and at least 5 years of experience in relevant roles. Competitive salary and growth opportunities offered.

Benefits

Competitive salary

Commission-based incentives

Career growth opportunities

Qualifications

• Minimum of 5 years of experience in Executive Assistant and Document Controller roles.
• Proficiency in Microsoft Office Suite, especially Outlook, Word, Excel, and PowerPoint.
• Exceptional written and verbal communication skills in English.

Responsibilities

• Manage the CDO's calendar, appointments, and logistics.
• Draft and review communications and reports.
• Implement document control procedures and ensure compliance.

Skills

Executive support

Document control

Communication skills

Attention to detail

Time management

Education

Bachelor’s degree in business administration, Construction Management, Engineering

Tools

Autodesk Construction Cloud

Aconex

Microsoft Office Suite

Job description

About Us:

We are a leading real estate development company, recognized for delivering exceptional projects globally and setting new benchmarks in the industry.

We are seeking a highly skilled and proactive Executive Assistant Cum Document Controller to provide comprehensive, high-level administrative support to the Chief Development Officer (CDO) and to oversee the rigorous control and management of all critical documentation within the Development Department. This dual role is pivotal in ensuring the seamless efficiency of the CDO's office and the integrity, accuracy, and accessibility of all project documents, directly contributing to the successful and compliant delivery of our real estate projects.

Key Duties & Responsibilities:

Executive Support & Office Management:

• Manage the CDO's complex calendar, including scheduling meetings, appointments, and coordinating logistics across multiple time zones.
• Arrange complex domestic and international travel, including flights, accommodation, and ground transportation.
• Prepare and organize high-level meetings, including drafting agendas, collating presentations, and recording detailed minutes with clear action items.
• Serve as the primary point of contact and liaison for the CDO with internal departments, external partners, government entities, and consultants.

Communication & Correspondence:

• Draft, review, and edit correspondence, communications, presentations, and reports on behalf of the CDO, ensuring a high standard of professionalism and accuracy.
• Screen and manage incoming communications (emails, calls) and prioritize inquiries for the CDO's attention.

Task & Project Tracking:

• Proactively track and follow up on delegated tasks and critical project deliverables to ensure deadlines are met and priorities are aligned.
• Anticipate the CDO's needs and prepare relevant materials in advance of meetings and deadlines.

Document Control System Management:

• Develop, implement, and maintain the department's document control procedures and systems (e.g., Autodesk BIM 360, Aconex, or similar), ensuring alignment with ISO standards and project workflows.
• Act as the central point of contact for all development documentation, including contracts, permits, drawings, specifications, RFIs, submittals, and official correspondence.

Document Lifecycle Management:

• Receive, log, track, and distribute all incoming and outgoing project documents, ensuring proper numbering, categorization, and filing.
• Maintain strict version control and ensure all stakeholders are working from the latest approved revisions.
• Manage the archiving and retrieval of both hardcopy and electronic documents in a timely and accurate manner.

Compliance & Auditing:

• Conduct regular audits of project files and documentation to ensure compliance with internal quality standards, regulatory requirements (e.g., RERA), and project-specific protocols.
• Ensure proper document retention and destruction policies are followed.

Qualifications, Experience and Required Skill Set

• Bachelor’s degree in business administration, Construction Management, Engineering, or a related field.
• A minimum of 5 years of proven experience in a combined Executive Assistant and Document Controller role, specifically within the real estate development, construction, or engineering sectors.
• Demonstrated experience providing high-level administrative support to C-level executives.
• Hands-on experience with document control systems and software (e.g., Autodesk Construction Cloud, Aconex, Document Locator).
• Exceptional proficiency in the Microsoft Office Suite (especially Outlook, Word, Excel, and PowerPoint).
• Outstanding written and verbal communication skills in English.
• Impeccable discretion and a proven ability to handle confidential and sensitive information with the highest degree of integrity.
• Superior organizational skills with a strong attention to detail and the ability to manage multiple priorities in a fast-paced, deadline-driven environment.
• Basic understanding of engineering and construction processes and terminology.

What We Offer:

• Competitive salary and commission-based incentives.
• A dynamic and professional work environment.
• Career growth opportunities in a leading real estate firm.

If you have the required experience and skills, and you're ready to take on a challenging yet rewarding role, we’d love to hear from you!

How to Apply:

Send your resume to [e-mail] " Executive Assistant Cum Document Controller– Real Estate."