Start Date
Immediate
Expiry Date
03 Jan, 27
Salary
80000.0
Posted On
05 Oct, 26
Experience
17 year(s) or above
Remote Job
Yes
Telecommute
Yes
Sponsor Visa
Yes
Skills
Industry
Consumer Services
Job Type
Full Time
Job Location
Dubai, UAE
Nationality
Any Nationality
Salary
Not Specified
Gender
Not Specified
Arabic Fluency
Not Specified
Job Function
Administration & Secretarial
Company Industry
Construction
We’re looking for a highly organised, proactive coordinator to manage our directors’ diaries, arrange client meetings and help keep the business running smoothly. You’ll be a welcoming first point of contact for visitors, take a hands-on approach to keeping the office running efficiently and support different departments when needed. The role would suit someone who enjoys a fast-paced environment, thinks ahead and takes pride in making things happen.
Diary management and PA support
• Manage multiple directors’ diaries, prioritise commitments and resolve scheduling clashes.
• Arrange internal and external meetings, including rooms, video calls and hospitality.
• Coordinate domestic and international travel, including flights, hotels, transfers, visas and itineraries.
• Send timely reminders and confirmations so directors are prepared for each day.
Business development coordination
• Arrange meetings with prospective clients and existing clients from initial outreach through to confirmation.
• Coordinate directors’ attendance at networking events, conferences and industry functions.
• Complete client prequalification documents, gathering information from the relevant teams and ensuring submissions are accurate and on time.
• Prepare concise meeting briefings covering company background, attendees and previous contact.
• Keep the CRM and BD meeting tracker up to date with contacts, meetings and follow-up dates.
• Prompt directors on agreed next steps and provide a weekly overview of upcoming and completed meetings.
• Arrange client entertainment and hospitality.
Office and administrative support
• Welcome clients and visitors as a professional first point of contact.
• Take a hands-on approach to keeping the office organised and running efficiently.
• Check that office IT systems and equipment are working properly, and coordinate with IT support to resolve issues.
• Maintain accurate filing systems and records.
• Support colleagues across departments with administrative and finance tasks when needed.
Skills and experience
Essential
• At least two years’ experience as a PA, executive assistant or administrator in a coordination role.
• Experience managing diaries for senior executives, ideally several at once.
• Excellent written and verbal communication skills.
• Strong organisational skills and the ability to manage changing priorities.
• Confidence using Outlook, Calendars and Microsoft Office.
• A professional, discreet approach and close attention to detail.
Desirable
• Experience supporting business development or office operations.
• Familiarity with a CRM system such as HubSpot, Salesforce or Zoho.
• Experience in project management, construction or consultancy.
Personal attributes
• Proactive and able to anticipate what needs doing.
• Calm under pressure and adaptable when plans change at short notice.
• Confident communicating with directors, clients and senior contacts.
• Reliable, trustworthy and willing to help wherever needed.
Key Demographic Requirements - applicants must be:
How To Apply:
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Job Type
Full Time
Job Location
Dubai, UAE
Nationality
Any Nationality
Salary
Not Specified
Gender
Not Specified
Arabic Fluency
Not Specified
Job Function
Administration & Secretarial
Company Industry
Construction
We’re looking for a highly organised, proactive coordinator to manage our directors’ diaries, arrange client meetings and help keep the business running smoothly. You’ll be a welcoming first point of contact for visitors, take a hands-on approach to keeping the office running efficiently and support different departments when needed. The role would suit someone who enjoys a fast-paced environment, thinks ahead and takes pride in making things happen.
Diary management and PA support
• Manage multiple directors’ diaries, prioritise commitments and resolve scheduling clashes.
• Arrange internal and external meetings, including rooms, video calls and hospitality.
• Coordinate domestic and international travel, including flights, hotels, transfers, visas and itineraries.
• Send timely reminders and confirmations so directors are prepared for each day.
Business development coordination
• Arrange meetings with prospective clients and existing clients from initial outreach through to confirmation.
• Coordinate directors’ attendance at networking events, conferences and industry functions.
• Complete client prequalification documents, gathering information from the relevant teams and ensuring submissions are accurate and on time.
• Prepare concise meeting briefings covering company background, attendees and previous contact.
• Keep the CRM and BD meeting tracker up to date with contacts, meetings and follow-up dates.
• Prompt directors on agreed next steps and provide a weekly overview of upcoming and completed meetings.
• Arrange client entertainment and hospitality.
Office and administrative support
• Welcome clients and visitors as a professional first point of contact.
• Take a hands-on approach to keeping the office organised and running efficiently.
• Check that office IT systems and equipment are working properly, and coordinate with IT support to resolve issues.
• Maintain accurate filing systems and records.
• Support colleagues across departments with administrative and finance tasks when needed.
Skills and experience
Essential
• At least two years’ experience as a PA, executive assistant or administrator in a coordination role.
• Experience managing diaries for senior executives, ideally several at once.
• Excellent written and verbal communication skills.
• Strong organisational skills and the ability to manage changing priorities.
• Confidence using Outlook, Calendars and Microsoft Office.
• A professional, discreet approach and close attention to detail.
Desirable
• Experience supporting business development or office operations.
• Familiarity with a CRM system such as HubSpot, Salesforce or Zoho.
• Experience in project management, construction or consultancy.
Personal attributes
• Proactive and able to anticipate what needs doing.
• Calm under pressure and adaptable when plans change at short notice.
• Confident communicating with directors, clients and senior contacts.
• Reliable, trustworthy and willing to help wherever needed.
Key Demographic Requirements - applicants must be:
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