Executive Secretary

Description

Job Purpose: The Executive Secretary need to provide comprehensive executive support and manage office operations efficiently, ensuring smooth organizational functioning, effective stakeholder engagement, and timely delivery of administrative tasks aligned with organizational KPIs.

• Track and close executive tasks with a target of ≥95% completion on time.
• Maintain confidentiality and compliance with industry standards regarding client and transaction documentation.
• Oversee and maintain office supplies, equipment, and IT systems.
• Coordinate travel and accommodation arrangements with 100% accuracy.
• Prepare weekly and monthly follow-up reports with 100% timeliness via ClearPoint.
• Prepare & submit complete expense and payment records on a monthly basis, achieving 100% submission rate.
• Assist in the preparation of board meetings, including gathering materials and taking minutes.
• Prepare accurate post-meeting Minutes of Meeting (MoMs) including tasks, recaps, actions, and deadlines, achieving 100% compliance.
• Manage day-to-day office operations, including scheduling, correspondence, and ensuring the office is clean, organized, and well-stocked.
• Follow up with Heads of Departments (HODs) using the Planner, with at least 1 communication per task per week.
• Assist with client inquiries, ensuring they receive timely and accurate information regarding properties, services, and processes. Manage to reply to all inquiries with a response time within one business day.
• Assist in managing appointments and client meetings, by ensuring 100% are scheduled on time.
• Handle phone calls, emails, and other communications in a timely and professional manner.
• Prepare and submit professional and accurate documents. Manage and maintain executive-level documents and systems for easy access and retrieval.
• Maintain proper filing systems and documentation related to property transactions, leases, and contracts.
• Maintain office cleanliness and organization with 100% compliance during inspection.
• Draft, proofread, and edit correspondence and other documents on behalf of the C-level executives.
• Oversee the management of financial records, including invoicing, payments, and budgeting for office expenses.
• Monitor KPI through Clear point and provide regular report to CEO .
• Organize and coordinate internal office events, and meetings ensuring satisfaction ratings of ≥90%.
• Ensure to submit all the internal documents on time.
• Conduct research and compile data for executive decision-making.
• Perform ad hoc administrative tasks, as required by the executives.
• Maintain an updated database of clients, vendors, and guests with a maximum of 2 missing active contacts.

Requirements

Bachelor’s degree in business administration, Accounting , Economics, or any related field preferred.

• We prefer only Arabic speaker applicants.
• Problem-solving skills and the ability to think critically and independently.
• Strong organizational and multitasking abilities.
• Minimum 5+years of experience in office management, administrative support, or a related field (preferably in real estate).
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and real estate management software.
• Excellent written and verbal communication skills in English and Arabic
• Knowledge of CRM systems, document management, and scheduling tools.
• Ability to manage multiple priorities in a fast-paced environment.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance