Executive Assistant & Document Controller
UnitedYou Ventures
Date: 3 weeks ago
City: Abu Dhabi
Contract type: Full time
Job Summary
We are looking for an Executive Assistant & Document Controller to support the Chief Development Officer (CDO) and manage key documentation for the Development Department. This dual-role ensures smooth administrative operations, effective communication, and strict document control in line with real estate and construction industry standards.
Key Responsibilities
Executive Assistant Duties:
We are looking for an Executive Assistant & Document Controller to support the Chief Development Officer (CDO) and manage key documentation for the Development Department. This dual-role ensures smooth administrative operations, effective communication, and strict document control in line with real estate and construction industry standards.
Key Responsibilities
Executive Assistant Duties:
- Provide high-level administrative support to the CDO including calendar management, travel arrangements, and meeting coordination.
- Prepare presentations, reports, agendas, and meeting minutes.
- Liaise with internal departments, external stakeholders, government entities, and consultants on behalf of the CDO.
- Maintain confidentiality and handle sensitive information with discretion.
- Track and follow up on delegated tasks and key project deliverables to ensure alignment with deadlines.
- Develop, implement, and maintain document control systems aligned with ISO standards and internal project workflows.
- Receive, categorize, store, and retrieve project-related documents including contracts, permits, design submissions, correspondence, and approvals.
- Ensure timely distribution of documents to relevant stakeholders and maintain version control for all files.
- Regularly audit project folders and documentation to ensure compliance with internal and regulatory requirements.
- Act as the central point of contact for all development documentation across active projects.
- Bachelors degree in Business Administration or similar, Construction Management or development company experience, or related field preferred.
- Minimum 5 years of experience in a similar role within the real estate, construction, or property development sector.
- Proven experience supporting C-level executives with strong organizational and multitasking abilities.
- Knowledge of document control systems (e.g. Autodesk or similar)
- Excellent proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Outstanding written and verbal communication skills in English; Arabic is a plus.
- High degree of professionalism, integrity, and confidentiality.
- Strong attention to detail and ability to manage competing priorities under tight deadlines.
- Familiarity with RERA and UAE-specific real estate regulatory documentation.
- Experience working in a fast-paced, high-growth development environment.
- Ability to anticipate needs and take initiative proactively.
- Basic knowledge of engineering processes
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