Executive Assistant & Project Administrator
Role Overview
The Executive Assistant & Project Administrator works directly with the founder and CEO to support the founder and keep the studio running.
The role works with project managers, landscape architects, support staff, clients, architects, contractors, and suppliers.
The work spans the founder’s calendar, studio operations, project documentation, clients, contracts, sites, suppliers, and payments.
Key Skills for This Role
Full Job Posting
About the studio
webeleaf is a boutique Dubai landscape design studio creating private gardens, estates, and outdoor spaces across the UAE.
The small, design-led studio uses Notion, Zoho Books, Attio, and AI, and values detail and effective systems.
Role and team
The Executive Assistant & Project Administrator works directly with the founder and CEO to support the founder and keep the studio running.
The role works with project managers, landscape architects, support staff, clients, architects, contractors, and suppliers.
The work spans the founder’s calendar, studio operations, project documentation, clients, contracts, sites, suppliers, and payments.
Supporting the founder
- Own the founder’s calendar, inbox, and priorities; schedule and prepare client meetings, site visits, and presentations.
- Draft emails, proposals, and follow-ups; track meeting actions and pursue them through completion.
- Handle confidential information with discretion.
Running the studio
- Manage office supplies, vendors, and maintenance; follow up on invoices and payments and handle basic Zoho Books administration.
- Maintain the Notion workspace, project trackers, and filing; organize material sheets, samples, specifications, and BOQs.
- Coordinate hiring administration, including postings, interview scheduling, and onboarding.
- Take minutes at client, consultant, and site meetings and follow up on action items.
Improving systems
- Spot workflow bottlenecks, suggest fixes, and build improvements; help the studio make better use of its tools, including AI.
Experience and industry knowledge
- Requires 1–3 years as an executive assistant, project administrator, document controller, or office manager in construction, landscape, architecture, fit-out, or interiors.
- Requires familiarity with transmittals, RFIs, RFQs, submittals, material sheets, drawing revisions, BOQs, snag lists, and site instructions.
- Experience supporting a founder, managing director, or project director is a plus.
Skills and working style
- Requires excellent written and spoken English and the ability to write clear, concise emails.
- Requires organization, calm prioritization, proactive follow-up, discretion, reliability, and professionalism with high-profile clients.
- Requires comfort reading PDF drawing sets, identifying title blocks and revisions, and familiarity with live-project document control using shared drives, Dropbox, Aconex, or similar.
- Requires comfort with Claude and Google Workspace; candidates should be quick to learn tools such as Notion.
Location and work arrangement
- The posting states work location is in person.
- Candidates must currently be based in the UAE and available to join in one month.
What the studio offers
- The role offers direct mentorship from the founder, ownership from week one, and room to grow as the studio scales.
- The studio describes a small team that values initiative.
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