Executive Assistant to CEO — Operations & Sales Coordinator

Reap HR; Abu Dhabi; On-site; AED 67,000 - 89,000; Full time

Benefits offered by this job

Salary: AED 6,000-8,000 per month

Job summary

Reap HR is seeking an Executive Assistant (PA) to the CEO / Operations & Sales Coordinator to work directly with the CEO of a growing UAE real estate business. You will be the CEO’s operational right hand, coordinating between brokers, clients, developers, marketing, CRM, and sales administration to provide visibility and protect the CEO’s time.

This role requires ownership, independence, and a focus on commercial and operational matters.

Qualifications

• 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.

Responsibilities

• Manage the CEOs 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 CEOs time by prioritising requests and escalating matters requiring CEO involvement.
• 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 to be instructed at every stage.
• 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 elevate 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.
• 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.
• 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.
• Organise project brochures, price lists, availability information and developer contacts.
• Coordinate meetings between the CEO and developer representatives.
• Provide initial client acknowledgement where required and book consultations with brokers.
• Send appointment confirmations, brochures and approved project information.
• Maintain client requirements, documentation and follow-up records.
• Monitor reservation documentation and deal administration.
• Ensure client and deal files are stored accurately and securely.
• Maintain a professional, discreet and high-quality client experience.
• Maintain Google Drive and Shared Drive structures.
• Organise client, developer, broker, project and company folders.
• Maintain templates, contracts, agreements and company documentation.
• Control document access in accordance with company instructions.
• Coordinate Google Calendar and Gmail administration where authorised.
• The successful candidate will be expected to become highly competent in GoHighLevel CRM.
• Google Workspace, Drive, Gmail and Calendar.
• WhatsApp Business.
• ChatGPT and approved AI productivity tools.
• Notion or equivalent knowledge‑management systems.
• Microsoft Office / Google Docs & Sheets.
• Video conferencing and online meeting platforms.
• Previous GoHighLevel experience is beneficial but not essential.

Skills

Organisation & attention to detail

Excellent English (written and spoken)

Professional communication

Tech proficiency

CRM experience

MS Office / Google Workspace

Multitasking and independence

Communication with senior stakeholders

Discretion in handling sensitive info

Follow-up and accountability

Tools

GoHighLevel CRM

Google Workspace

Microsoft Office

Job description

Reap HR is seeking an Executive Assistant (PA) to the CEO / Operations & Sales Coordinator to work directly with the CEO of a growing UAE real estate business. You will be the CEO’s operational right hand, coordinating between brokers, clients, developers, marketing, CRM, and sales administration to provide visibility and protect the CEO’s time.

This role requires ownership, independence, and a focus on commercial and operational matters.