Executive Office Coordinator (Arabic-English Speaker)

Ayat Group; Dubai; On-site; AED 167,000 - 279,000; Full time

Job summary

Ayat Development is seeking an Executive Office Coordinator to support executive management and coordinate with consultants, contractors, authorities, and internal teams across Dubai. The role focuses on organizing day-to-day operations, preparing professional correspondence, and maintaining accurate meeting records.

Ideal candidates will have 5+ years in real estate development coordination, fluent Arabic and English, and strong skills in MS Office and presentation creation.

Qualifications

• Bachelor’s degree in Business Administration, Management, Engineering Administration, or related field is preferred.
• Excellent verbal and written communication skills in both Arabic and English.
• Strong organizational and multitasking abilities.
• Excellent interpersonal and coordination skills.
• Proficiency in Microsoft Office applications and presentation software.
• Experience preparing professional letters, reports, and executive materials.

Responsibilities

• Coordinate with consultants, contractors, government authorities, and internal departments to ensure smooth workflow.
• Assist executive management in daily administrative and operational activities.
• Prepare, review, and manage letters, reports, and emails in Arabic and English.
• Attend meetings and prepare accurate Minutes of Meetings (MOM).
• Follow up on action items, submissions, permits, and coordination matters with stakeholders.
• Maintain organized records of correspondence, project documents, and drawings.
• Coordinate appointments, schedules, meetings, and executive calendars.
• Support management with confidential and sensitive information handling.

Skills

Bilingual Arabic/English

Organizational skills

Multitasking

Communication

Microsoft Office

Presentation skills

Independent work

Education

Bachelor’s degree in Business Administration / Management / Engineering Administration

Tools

Microsoft Office Suite

Presentation software

Job description

Ayat Development is looking for a highly organized, proactive, and dynamic Executive Office Coordinator to join our growing team.

The ideal candidate will play a key role in supporting executive management and coordinating between consultants, contractors, authorities, and internal departments to ensure smooth day-to-day operations across the company.

Key Responsibilities:

• Coordinate effectively with consultants, contractors, government authorities, and internal departments to ensure smooth workflow and timely execution of tasks.
• Assist executive management in daily administrative and operational activities.
• Prepare, draft, review, and manage professional letters, official correspondences, reports, and emails in both Arabic and English.
• Attend meetings with management, consultants, contractors, and authorities, while maintaining professional representation of the company.
• Prepare accurate and well-structured Minutes of Meetings (MOM) with strong attention to detail and timely distribution.
• Follow up on action items, pending approvals, submissions, permits, and coordination matters with all stakeholders.
• Maintain organized records of correspondence, project documents, meeting records, engineering drawings, and company files.
• Coordinate appointments, schedules, meetings, and executive calendars efficiently.
• Support management in handling confidential and sensitive information professionally.
• Ensure proper communication flow between departments and external parties.
• Monitor ongoing coordination tasks and ensure deadlines are achieved.
• Assist in preparing presentations, reports, company profiles, and executive documentation for meetings, authorities, and business presentations.
• Arrange and prepare professional presentations using all required computer applications and presentation tools with high-quality standards.
• Coordinate documentation and communication related to engineering drawings, technical submissions, consultant comments, and contractor correspondence.
• Review and organize engineering drawings and technical documents for tracking, filing, coordination, and communication purposes.
• Handle multiple priorities simultaneously while maintaining high accuracy and professionalism.
• Provide administrative and coordination support for development projects and company operations.
• Maintain strong attendance, punctuality, professionalism, and responsiveness in all company matters.
• Work effectively under pressure and within fast-paced project environments.

Qualifications:

• Bachelor’s degree in Business Administration, Management, Engineering Administration, or related field is preferred.
• Excellent verbal and written communication skills in both Arabic and English.
• Strong organizational and multitasking abilities.
• Excellent interpersonal and coordination skills.
• High proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and presentation software.
• Strong ability to prepare professional letters, reports, presentations, and meeting documentation.
• High skill in arranging professional presentations, formatting reports, and preparing executive materials.
• Familiarity with engineering drawings, technical documentation, and construction-related correspondence.
• Ability to communicate effectively with consultants and contractors regarding technical documentation and project coordination matters.
• Ability to handle confidential information with professionalism and integrity.
• Strong problem-solving skills and ability to work independently.
• Presentable personality with professional communication and meeting etiquette.
• Fast typing and note-taking skills are highly preferred.

Requirements:

• Experience: Minimum 5 years of experience in the real estate development field in Dubai.
• Previous experience working with consultants, contractors, and government authorities in the UAE is mandatory.
• Fluent in Arabic and English (reading, writing, and speaking) is a must.
• Strong experience in coordination, executive support, and administrative management.
• Ability to work under pressure and manage multiple tasks efficiently.
• Active, dynamic, punctual, and highly committed personality.