Executive Assistant to CEO
About This Role
ABOUT THE COMPANY
Waves Investments & Properties L.L.C. is a Dubai-based real estate brokerage specialising in off-plan and secondary market transactions across the UAE. The firm works closely with leading developers including DAMAC Properties, Binghatti, and other marquee names in Dubai. We serve a diverse client base of investors, end-users, and HNWIs navigating one of the world’s most dynamic real estate markets.
ROLE OVERVIEW
The Executive Assistant serves as the CEO’s operational right hand, driving cross-functional execution and ensuring the leadership office operates with precision. This is not a traditional administrative role ; the position demands:
- Hands-on Dubai real estate experience
- Advanced Excel skills for reporting and dashboards
- CRM expertise (Zoho CRM, Salesforce, Leadrat, or equivalent)
- Commercial acumen and ability to manage strategic projects alongside operational tasks
The ideal candidate is a self-starter who can manage multiple priorities, investor communications, CRM governance, and content strategy, while supporting the CEO in both internal and external engagements.
KEY RESPONSIBILITIES
CEO Office & Executive Support
- Manage CEO calendar, meetings, travel logistics, and daily priorities
- Prepare briefing notes, presentations, and talking points for clients, developers, and investors
- Draft and manage internal/external correspondence on behalf of the CEO
- Establish meeting protocols, track follow-ups, and enforce accountability
Business Operations & Process Management
- Own and optimise workflows across sales, finance, and client servicing
- Oversee CRM administration: data hygiene, lead assignment, pipeline reporting, and user adoption
- Prepare client-facing documents: payment plans, invoices, commission agreements, refunds, and expense claims
- Coordinate with finance on commission tracking, DLD fee processing, and reconciliations
- Lead internal reporting using advanced Excel dashboards
Real Estate Transaction Support
- Support sales team on complex transactions, developer coordination, and DLD processes
- Handle client escalations, cancellations, refunds, and fee waivers
- Maintain knowledge base of ongoing projects, inventory, and market pricing
Content & Brand Communication
- Drive LinkedIn and social media presence through market commentary and thought leadership
- Draft copy aligned with company positioning in Dubai real estate
- Monitor market trends, regulatory changes, and competitor activity
Lead & Event Management
- Manage inbound and event-sourced lead lists; clean, enrich, and distribute leads
- Coordinate logistics for exhibitions, developer events, and client engagement
- Build and maintain lead tracking dashboards with KPIs and conversion analytics
Strategic Projects
- Run cross-functional projects as assigned by the CEO
- Identify operational bottlenecks and propose solutions
- Serve as the CEO’s proxy in meetings when required
QUALIFICATIONS & REQUIREMENTS
- Bachelor’s degree in Business, Engineering, or related field; MBA preferred
- 5–10 years experience in Dubai real estate, operations, management consulting, or EA roles
- Strong CRM proficiency (Zoho CRM, Salesforce, Leadrat, or similar)
- Advanced Excel skills (formulas, pivot tables, dashboards, reporting)
- Excellent written and verbal English; Arabic is a plus
- Comfortable with financial documents: invoices, payment plans, P&L tracking, commissions
- Experience managing social media and brand communication
- Self-starter with high agency and strong organisational skills
- Ability to manage multiple priorities under tight deadlines
PREFERRED ATTRIBUTES
- Experience in a startup or founder-led organisation
- Knowledge of DLD processes, RERA regulations, and UAE real estate workflows
- Understanding of off-plan vs. secondary market dynamics
- Experience with data visualisation tools (Zoho Analytics, Power BI, Google Data Studio)
- Awareness of UAE visa structures, MOHRE processes, and basic employment law
COMPENSATION & BENEFITS
Competitive salary commensurate with experience, performance-linked incentives, visa sponsorship, health insurance, annual leave per UAE Labour Law, and commission participation on closed transactions (subject to agreement).
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