Receptionist cum PA

Casa Vista Development; Dubai; On-site; AED 201,000 - 335,000; Full time

Job summary

Casa Vista Development is seeking a Receptionist & PA to the Chairman & Group CEO. You will be the first point of contact and provide professional administrative support including managing reception, visitors, drivers, meetings, schedules, and confidential day-to-day operations for the Chairman.

You will greet visitors, screen calls, coordinate calendars, arrange travel, and coordinate with internal teams to ensure smooth executive support and high standards of professionalism.

Qualifications

• Bachelor’s degree or diploma in Business Administration, Office Administration, or a related field.
• Minimum 2–4 years of relevant reception/administration/personal/EA experience.
• Excellent verbal and written communication skills in English.
• Strong professional telephone etiquette and interpersonal skills.

Responsibilities

• Greet visitors and clients professionally and create a positive first impression.
• Answer, screen, and direct incoming calls promptly and courteously.
• Maintain a tidy, organized, and presentable reception area at all times.
• Handle mail, courier services, and document distribution.
• Manage meeting room bookings and ensure rooms are prepared for meetings.
• Provide admin support and personal assistance to the Chairman on a day-to-day basis.
• Coordinate Chairman’s calendar, meetings, appointments, and engagements.
• Arrange travel, transportation, accommodation, and itineraries for the Chairman.
• Maintain confidentiality of sensitive information and follow up on action points.

Skills

Communication

Organization

Discretion

Multitasking

Telephone etiquette

Education

Bachelor’s degree or diploma in Business Administration or Office Administration

Job description

The Receptionist & PA to the Chairman & Group CEO serves as the first point of contact for the company while providing professional administrative and executive support to the Chairman & Group CEO. The role includes managing reception, coordinating visitors and drivers, maintaining office supplies, arranging meetings and schedules, handling correspondence, and supporting day-to-day office and administrative operations with professionalism and confidentiality.

Key Responsibilities:

• Greet visitors and clients professionally, ensuring a positive first impression.
• Answer, screen, and direct incoming calls promptly and courteously.
• Manage the reception area to ensure it is tidy, organized, and presentable at all times.
• Handle incoming and outgoing mail, courier services, and document distribution.
• Manage meeting room bookings and ensure rooms are prepared for meetings.
• Support company events, visitor hospitality, and general office coordination.
• Schedule and assign daily duties to company drivers based on operational needs.
• Monitor and maintain office supplies, stationery, and pantry stock levels.
• Prepare purchase requests and liaise with vendors or procurement for replenishments.
• Support administrative functions where required.
• Provide professional administrative and personal assistance to the Chairman on a day-to-day basis.
• Manage the Chairman’s calendar, including scheduling and coordinating meetings, appointments, and engagements.
• Coordinate and arrange internal and external meetings on behalf of the Chairman.
• Prepare meeting schedules, Preparing Minutes of Meetings, documents, presentations, and other materials as required.
• Screen and manage correspondence, emails, calls, and other communications on behalf of the Chairman.
• Coordinate with internal departments, clients, business partners, and external stakeholders on matters relating to the Chairman & Group CEO.
• Arrange travel, transportation, accommodation, and itineraries for the Chairman & Group CEO when required.
• Maintain confidentiality of sensitive business, personal, and company information.
• Follow up on tasks, action points, and requests assigned by the Chairman & Group CEO and provide timely updates.
• Maintain and organize important documents, records, and files for easy access when required.
• Assist with the coordination of business events, appointments, and other engagements involving the Chairman & Group CEO.

Qualifications & Experience:

• Bachelor’s degree or diploma in Business Administration, Office Administration, or a related field.
• Minimum 2–4 years of relevant experience in reception, administration, personal assistance, executive assistance, or a similar role.
• Previous experience supporting a Chairman, CEO, Director, or senior executive is preferred.
• Excellent verbal and written communication skills in English is a must.
• Strong professional telephone etiquette and interpersonal skills.
• Experience working in real estate, property management, or a corporate environment is an advantage.

• Excellent communication and interpersonal skills with a warm, welcoming attitude.
• Strong organizational and multitasking abilities to manage front desk duties efficiently.
• Professional appearance and customer service-oriented approach.
• Ability to remain calm, composed, and efficient in a fast-paced office environment.
• Attention to detail with the ability to maintain tidy, presentable work areas.
• Strong coordination skills for managing meeting rooms, schedules, and company drivers.
• Proactive, positive, and adaptable mindset with a willingness to assist across departments.
• Basic problem-solving abilities and good judgment in handling visitors and inquiries.
• Maintain strict confidentiality and discretion when handling sensitive company and Chairman-related information.