Architecture Office Executive Assistant

Skilled Trades & Manual Labor
United Arab Emirates 🇦🇪
October 2, 2023

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Job Description

Administrative Support:

• Manage and maintain the executive’s calendar, schedule appointments, and coordinate meetings.

• Prepare and edit correspondence, reports, and transmittals as required.

• Screen and prioritize incoming communications, including emails, phone calls, and mail.

• Handle travel arrangements and logistics for the executive team.

• Manage basic bookkeeping, salaries, and office payments with company management

• Coordinate with external company accountant

Project Coordination:

• Assist with the coordination and tracking of projects, ensuring adherence to deadlines and deliverables.

• Help prepare and distribute project-related documentation, such as contracts, proposals, and client presentations.

Office Management:

• Oversee general office operations, including maintaining office supplies, equipment, and facilities.

• Handle incoming & outgoing correspondence, ensuring timely distribution & appropriate follow-up.

• Maintain and update filing systems, both physical and digital, for easy retrieval of documents.

Meeting Support:

• Prepare meeting agendas, document meeting minutes, and follow up on action items.

• Coordinate and organize internal and external meetings, including scheduling, room setup, and catering arrangements.

Skills

Qualifications:

  • Proven experience – min 2yrs – as an executive assistant or in a similar administrative role.
  • Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
  • Excellent written and verbal communication skills, including professional phone etiquette.
  • Proficiency in using office software and tools, such as Microsoft Office Suite, email clients, and calendar applications.
  • Proficiency in using accounting software; Zoho or similar VAT compliant accounting software
  • Attention to detail and a high degree of accuracy in all work performed.
  • Ability to handle sensitive and confidential information with integrity and discretion.
  • Flexibility and adaptability to work in a fast-paced, dynamic environment.
  • Knowledge or interest in architecture and design is a plus.

Joining our architecture firm as an Executive Assistant offers an exciting opportunity to work alongside award winning talented professionals in a creative and collaborative environment. If you are a proactive and motivated individual with a passion for organization and administrative excellence, we encourage you to apply for this position.

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