Job Title: Executive Assistant
Location: Abu Dhabi, UAE
Company: PSI (Property Shop Investment) Abu Dhabi
About PSI Abu Dhabi: PSI is a leading real estate company in Abu Dhabi, known for its dynamic approach, innovative solutions, and commitment to excellence in property investment and development. We are dedicated to providing unparalleled service to our clients and fostering a culture of growth and professional development for our employees.
Job Summary: The Executive Assistant at PSI Abu Dhabi provides high-level, comprehensive administrative and operational support to the senior executive leadership, This pivotal role ensures the seamless day-to-day operations of the executive office, manages critical communications, orchestrates complex schedules, and acts as a primary liaison between the executive and internal and external stakeholders. The ideal candidate will be a highly organized, proactive, discreet, and detail-oriented professional capable of managing multiple priorities in a fast-paced environment.
Key Responsibilities:
- Calendar and Schedule Management: Proactively manage and maintain complex calendars, including scheduling appointments, meetings, and events, while anticipating and resolving potential conflicts.
- Communication Management: Act as a primary point of contact and gatekeeper for all incoming communications (emails, phone calls, messages), prioritizing and responding on behalf of the executive when appropriate, and drafting high-quality correspondence, reports, and briefing materials.
- Travel and Logistics Coordination: Arrange comprehensive domestic and international travel itineraries, including flights, accommodation, transportation, and visa arrangements, ensuring all logistics are meticulously planned and executed.
- Meeting Preparation and Support: Prepare agendas, presentations, and necessary documents for internal, external, and Board meetings. Attend meetings, take accurate minutes, and track follow-up on action items and deadlines.
- Information and Document Management: Maintain a highly organized digital and physical filing system, ensuring confidentiality and easy retrieval of critical documents, contracts, and sensitive information.
- Financial Administration: Assist with expense reporting, invoice processing, and budget tracking related to the executive office, ensuring accuracy and compliance with company policies.
- Stakeholder Liaison: Build and maintain positive professional relationships with internal teams, Board members, clients, partners, and other external stakeholders, facilitating smooth communication and collaboration.
- Project Coordination: Coordinate and support special projects and strategic initiatives on behalf of the executive, monitoring progress and ensuring timely completion.
- Event Planning: Arrange logistics for corporate events, conferences, and executive-level gatherings.
- Office Management: Oversee general administrative duties, ensuring the executive office is well-maintained and adequately stocked with necessary supplies.
- Confidentiality: Handle all confidential and sensitive information with the utmost integrity and discretion.
- Ad-hoc Support: Provide support for ad-hoc tasks and personal errands as required by the executive.
Qualifications:
- Bachelor's degree in Business Administration, Management, or a related field.
- Minimum of 2+ years of proven experience as an Executive Assistant supporting C-level executives or senior leadership, preferably within the real estate or a related industry in the UAE.
- Fluency in both English and Arabic (written and spoken) is highly preferred and may be mandatory depending on the executive supported.
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with virtual collaboration tools and CRM systems.
Skills:
- Exceptional Organizational Skills: Highly organized, meticulous attention to detail, and a proven ability to manage multiple priorities and deadlines effectively.
- Strong Communication Skills: Excellent verbal and written communication skills, with the ability to communicate professionally and effectively with individuals at all levels.
- Discretion and Confidentiality: Demonstrated ability to handle sensitive and confidential information with absolute integrity and professionalism.
- Proactivity and Initiative: Ability to anticipate needs, take initiative, work independently, and identify solutions to challenges before they arise.
- Problem-Solving: Strong analytical and problem-solving skills, with the capacity to think on your feet and adapt to changing circumstances.
- Time Management: Superior time management and prioritization abilities to optimize the executive's schedule and ensure efficiency.
- Interpersonal Skills: Polished demeanor, strong interpersonal skills, and the ability to build rapport and foster positive relationships.
- Adaptability: Flexible and adaptable to varying demands and a fast-paced, dynamic work environment.
- Business Acumen: A solid understanding of business operations and commercial principles.
Why Join PSI Abu Dhabi?
- Work with a dynamic and visionary leadership team in one of the UAE's top-performing real estate companies.
- Thrive in a culture that values innovation, integrity, and continuous professional growth.
- Opportunities for career progression and development through continuous training programs and insightful workshops.
- Be part of a rewarding career journey that contributes to a thriving industry in one of the world's most exciting markets.
Job Type: Full-time