Personal Assistant

BEYOND Developments; Dubai; On-site; AED 240,000 - 420,000; Full time

Job summary

Beyond Group is seeking a Senior Executive Assistant to the Chief Projects Officer in Dubai. The role focuses on providing comprehensive administrative support, coordinating complex calendars, arranging travel, preparing reports, and supporting multiple real estate development projects across various sites.

Ideal candidates will have 8–10 years as an EA for senior management in real estate, with strong organizational and communication skills to manage confidential information and ensure smooth

Qualifications

• 8–10 years of experience as an EA for senior management, preferably in real estate.
• Bachelor Degree or Intermediate Institute in a related field.

Responsibilities

• Provide high-level administrative support to the Chief Projects Officer and senior executives, including calendar management, travel arrangements, and meeting coordination.
• Prepare reports, presentations, and documents as required.
• Organize and manage the executive's schedule to ensure meetings, appointments, and deadlines are met.
• Communicate on behalf of the Chief Projects Officer by handling emails, phone calls, and memos.
• Act as the main point of contact between executives, clients, partners, and internal teams.
• Assist in preparation and follow-up of client meetings, including agendas and post-meeting action items.
• Support project management teams in coordinating real estate development initiatives from site selection to delivery.
• Monitor project timelines and deliverables and keep stakeholders informed of progress.
• Implement and maintain office systems for smooth day-to-day operations.
• Oversee office supplies, vendor relationships, and other logistical needs.
• Coordinate with facilities management to maintain a well-kept working environment.
• Organize meetings, conferences, and events, including venue selection and logistics.
• Host corporate events or client activities, including site visits or property tours.
• Handle sensitive and confidential information with discretion.
• Ensure compliance with legal, regulatory, and company requirements.
• Maintain up-to-date records of development team members across sites.

Skills

Calendar management

Travel arrangements

Meeting coordination

Executive communication

Project coordination

Report preparation

Documentation

Office administration

Vendor management

Stakeholder management

Education

Intermediate Institute

Bachelor Degree

Tools

MS Office

Job description

The Personal Assistant provides high-level administrative support to the Chief Projects Officer ensuring efficient operations within BEYOND. This role involves managing schedules, facilitating communication, and supporting project coordination across multiple development sites and projects.

The Role

• Assist the Chief Projects Officer, Projects Delivery team, and senior executives by providing high-level administrative support, including calendar management, travel arrangements, and meeting coordination.
• Prepare reports, presentations, and documents as required.
• Organize and manage the executive's schedule to ensure all meetings, appointments, and deadlines are met.
• Communicate on behalf of the Chief Projects Officer by handling incoming and outgoing correspondence, including emails, phone calls, and memos.
• Act as the main point of contact between executives, clients, partners, and internal teams.
• Participate in the preparation and follow-up of client meetings, including creating agendas and tracking post-meeting action items.
• Support project management teams in coordinating key real estate development initiatives, from site selection and permitting to construction and final delivery.
• Monitor project timelines and deliverables, ensuring deadlines are met and stakeholders are kept informed of progress.
• Implement and maintain office systems to ensure smooth day-to-day operations.
• Oversee office supplies, vendor relationships, and other logistical needs to ensure efficient office function.
• Coordinate with facilities management to maintain a well-maintained working environment.
• Organize and coordinate meetings, conferences, and events, including venue selection, logistics, and scheduling.
• Participate in hosting corporate events or client-related activities, including organizing site visits or property tours.
• Handle sensitive and confidential information with discretion and care.
• Ensure all activities comply with legal, regulatory, and company-specific requirements.
• Maintain an up-to-date record of development team members across various sites, including contact information, roles, and responsibilities.
• Distribute key documents, reports, and communications to the development teams on multiple sites.
• Collaborate with site managers and supervisors to ensure team alignment and that all tasks are completed on schedule.
• Facilitate communication and collaboration between teams working across different locations.
• Minimum Required Education: Intermediate Institute / Bachelor Degree
• Experience in Specific industry/ Role/ Region: 8 - 10 Years of experience as an EA for Senior Management preferably in Real Estate industry