Executive Assistant/Operations Coordinator (PA)

redfordrecruiters; Abu Dhabi; On-site; AED 180,000 - 300,000; Full time

Job summary

redfordrecruiters is seeking a Female, highly organised, proactive Executive Assistant to the CEO Operations & Sales Coordinator for a growing UAE real estate business. The role serves as the CEO’s operational right hand, coordinating between brokers, clients, developers, marketing, CRM leads and sales administration to provide visibility and protect strategic time.

The candidate will take ownership, follow through independently, and ensure commercial and operational matters are properly

Qualifications

• Strong organisational ability and attention to detail.
• Excellent written and spoken English.
• Experience using CRM systems.
• Professional discretion with sensitive information.
• GoHighLevel or similar CRM experience preferred.

Responsibilities

• Manage the CEO diary, meetings and appointments.
• Coordinate meetings with developers, investors, brokers, clients and suppliers.
• Prepare documents, information and action points for meetings.
• Maintain a structured CEO task and priority list and follow up actions to completion.
• Provide concise daily and weekly updates to the CEO.

Skills

CRM systems

Executive support

Time management

Communication

Tools

GoHighLevel CRM

MS Office/Google Workspace

Job description

Role Objective

Ensure the CEO does not have to personally manage every lead broker developer registration appointment document or operational task The role should become the central coordination point between the CEO marketing CRM leads brokers developers clients and sales administration giving the CEO clear visibility while allowing focus on strategy growth relationships and high-value business

Job Summary

We are seeking a Female highly organised proactive and commercially minded Executive Assistant PA to CEO OPERATIONS amp SALES COORDINATOR CEO OFFICE to work directly with the CEO of a growing high-end UAE real estate business The successful candidate will act as the CEO s operational right hand becoming the central coordination point between the CEO brokers clients developers marketing partners CRM leads and sales administration This is not a traditional Personal Assistant position The role requires someone who can take ownership follow through independently protect the CEO s time and ensure that important commercial and operational matters are properly controlled and completed

Key Responsibilities

CEO amp Executive Support

• Manage the CEO s business diary meetings and appointments
• Organise meetings with developers investors brokers clients and suppliers
• Prepare documents information and action points for meetings
• Maintain a structured CEO task and priority list and follow up actions to completion
• Draft professional emails letters and business correspondence on behalf of the CEO
• Coordinate business travel and appointments where required
• Protect the CEO s time by prioritising requests and escalating matters requiring CEO involvement

Daily Business Operations

• Coordinate day-to-day administrative operations across the UAE business
• Maintain daily operational task lists and ensure outstanding actions are completed
• Follow up brokers staff suppliers and external partners
• Monitor important deadlines renewals and outstanding documentation
• Maintain organised company records and identify operational issues early
• Provide concise daily and weekly updates to the CEO
• Take ownership of tasks rather than waiting for instructions at every stage

CRM amp Lead Management

• Monitor incoming leads daily and ensure every lead is correctly entered into the CRM
• Check lead source and campaign information and categorise leads where appropriate
• Assign leads to the appropriate broker when authorised
• Monitor broker response times follow-up activity and lead status
• Identify leads that have not been contacted and escape or reassign where necessary
• Maintain accurate client notes appointments viewings and pipeline information
• Maintain Hot Warm Nurture lead classifications
• Ensure automated follow-up workflows are operating correctly
• Escalate valuable or urgent opportunities to the CEO

Broker amp Sales Administration

• Maintain broker records and support broker onboarding
• Collect required documents and maintain broker agreements
• Monitor broker activity appointments client follow-ups and sales pipeline progress
• Track reservations sales individual performance and monthly quarterly targets
• Maintain commission and commission-split records
• Prepare weekly sales performance reports and flag underperformance or operational concerns to the CEO

Compliance note

The role does not replace licensed brokers in regulated real-estate activities Property advice negotiations and transactions requiring appropriate licensing must be handled by authorised personnel

Developer Registration amp Administration

• Maintain a master list of UAE developers and registration status
• Complete and follow up new agency brokerage registration applications
• Maintain existing developer accounts and update company information where required
• Submit trade licences VAT certificates and other approved company documents
• Maintain agency agreements renewal dates and developer portal access

Key Performance Indicators

CRM accuracy and data quality Lead response and follow-up compliance Appointment coordination and pipeline visibility Broker follow-up compliance and administration Developer registration completion and renewal control Documentation accuracy and task completion Accuracy and timeliness of CEO reporting Reduction in the CEO s day-to-day administrative workload

Requirements

Candidate Requirements

Essential

Strong organisational ability and attention to detail Excellent written and spoken English Professional communication skills Strong computer and technology skills Experience using CRM systems Excellent Microsoft Office and or Google Workspace skills Ability to manage multiple priorities and work independently Confidence communicating with senior businesspeople Professional discretion when handling sensitive company information Strong follow-up mentality and accountability

Preferred

UAE real estate or property-sector experience Experience supporting a CEO Managing Director or senior executive Developer registration or sales-administration experience GoHighLevel or comparable CRM experience Knowledge of off-plan property transactions Experience coordinating brokers or sales teams

Ideal Candidate Profile

Highly organised - nothing important gets forgotten Proactive - identifies what needs doing rather than waiting to be asked Commercially aware - understands that leads appointments and follow-ups ultimately need to generate revenue Confident - comfortable dealing with brokers developers clients and suppliers Technology capable - able to learn new systems quickly Accountable - takes ownership until tasks are completed Discreet - understands the confidentiality required when working directly with the CEO Ambitious - wants to grow with the company as the UAE operation expands Strong organisational ability and attention to detail.Excellent written and spoken English.Professional communication skills.Strong computer and technology skills.Experience using CRM systems.Excellent Microsoft Office and/or Google Workspace skills.Ability to manage multiple priorities and work independently.Confidence communicating with senior businesspeople.Professional discretion when handling sensitive company information.Strong follow-up mentality and accountability.UAE real estate or property-sector experience.Experience supporting a CEO, Managing Director or senior executive.Developer registration or sales-administration experience.GoHighLevel or comparable CRM experience.Knowledge of off-plan property transactions.Experience coordinating brokers or sales teams.Ideal Candidate ProfileHighly organised - nothing important gets forgotten.Proactive - identifies what needs doing rather than waiting to be asked.Commercially aware - understands that leads, appointments and follow-ups ultimately need to generate revenue.Confident - comfortable dealing with brokers, developers, clients and suppliers.Technology capable - able to learn new systems quickly.Accountable - takes ownership until tasks are completed.Discreet - understands the confidentiality required when working directly with the CEO.Ambitious - wants to grow with the company as the UAE operation expands.