Executive Assistant

About This Role

Executive Assistant to Chief Design Officer (CDO):

The ideal candidate will be responsible for all administration and document control for the department through all stages of Architecture and Interior design. Administration tasks, maintaining organized and updated documents using document management software where required, coordinate internal and external resources to expedite workflow and provide administrative support to senior leaders.

Responsibilities:

• Deliver effectively on all administrative tasks including preparing communications such as memos, emails, invoices, reports, travel itinerary’s and perform bookkeeping.
• Handling office tasks such as generating reports, issuing purchase orders, following up on payments to vendors, setting up for meetings, and reordering supplies.
• Coordinating with and supporting the design team with all documentation requirements including printing and distributing documents as needed.
• Establishing via direct input documentation systems and its maintenance/control. This will involve creating a customized system where none may exist for all design-related documents.
• Sorting, storing and retrieving electronic and hard copy documents on behalf of the company and industry professionals.
• Serve as the eyes and ears of the office, providing information, coordinating requests, assisting the team, contact database, employee list, and inventories.
• File documents in physical and digital records and ensure appropriate storage.
• Creating templates for documents, file types, and document databases
• Filing and archiving relevant documentation including cleanup of duplicates and errors.
• Coordinating/managing multiple stakeholders and demonstrate the ability to build robust, long-term relationships and integrated teams

Qualifications & Experience Requirements:

• Bachelor’s Degree (Project management qualification will be an advantage)
• Proven ability to independently establish a documentation system (non-software based)
• Knowledge of Electronic Document Management Systems (EDMS)
• UAE experience in a similar role with a Developer is essential.
• Proficient typing and editing skills, MS Excel & Word, PPT (basic AutoCAD knowledge an advantage)
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills