Personal Assistant

Job Description – Personal Assistant to Managing Director

Position: Personal Assistant to Managing Director (PA to MD)

Industry: Fit-Out / Interior Design / Contracting

Location: Dubai, UAE

Employment Type: Full-Time

Reporting To: Managing Director

Job Summary

We are looking for an experienced and highly organized Personal Assistant to the Managing Director with a strong background in the Fit-Out, Interior Design, Construction, or Contracting industry.

The successful candidate will provide high-level administrative, coordination, and executive support to the Managing Director, ensuring effective management of schedules, meetings, correspondence, documents, and follow-ups. The role requires strong communication skills, confidentiality, attention to detail, and the ability to coordinate with internal teams, clients, consultants, suppliers, and subcontractors.

Key Responsibilities

Executive & Administrative Support

* Manage the Managing Director’s daily calendar, appointments, meetings, and travel arrangements.

* Coordinate internal and external meetings, including preparation of agendas and required documents.

* Prepare meeting minutes, action points, and follow up with concerned departments for timely completion.

* Handle emails, correspondence, reports, presentations, and other confidential documents.

* Maintain an organized filing and document management system.

* Prepare daily, weekly, and monthly schedules and reminders for the Managing Director.

Fit-Out / Project Coordination

* Coordinate with Project Managers, Design Managers, Estimation, Procurement, Commercial, Finance, HR, and Site Teams on behalf of the MD.

* Follow up on project-related actions, deadlines, approvals, quotations, material submissions, and other critical requirements.

* Maintain trackers for ongoing projects, business development activities, and management action points.

* Assist the MD in monitoring project progress and highlighting pending or critical matters.

* Coordinate with clients, consultants, suppliers, subcontractors, and other external stakeholders when required.

* Support preparation and coordination of project presentations and management reports.

Business & Management Support

* Assist the MD in preparing presentations, reports, proposals, and management documents.

* Conduct basic research and gather information required for business decisions.

* Coordinate with business development and sales teams regarding prospective projects and clients.

* Maintain records of important contacts, clients, suppliers, and business partners.

* Support the MD during client meetings, presentations, exhibitions, and business events.

Follow-Up & Communication

* Ensure timely follow-up on instructions given by the MD to various departments.

* Maintain an Action/Follow-Up Tracker and provide regular status updates.

* Communicate professionally with senior management, employees, clients, consultants, and external stakeholders.

* Escalate urgent or delayed matters to the MD promptly.

Requirements

* Bachelor’s degree in Business Administration, Management, Construction Management, or a related field preferred.

* 3–5+ years of experience as a Personal Assistant, Executive Assistant, or similar role.

* Previous experience in Fit-Out, Interior Design, Construction, Joinery, or Contracting is highly preferred.

* Strong understanding of the workflow and terminology used in the UAE fit-out/construction industry.

* Excellent written and verbal English communication skills.

* Strong organizational and time-management skills.

* Excellent follow-up and coordination abilities.

* Proficiency in MS Office, particularly Word, Excel, PowerPoint, and Outlook.

* Ability to prepare professional reports, presentations, trackers, and correspondence.

* Ability to handle confidential and sensitive information with discretion.

* UAE driving license is an advantage.

Pay: AED4,000.00 - AED8,000.00 per month

Work Location: In person