Job Description
We are Karma Fit-out Building Contracting LLC, a vibrant and fast-growing creative agency specializing in high end renovations for residential and commercial spaces. We're passionate about quality, punctuality and responsiveness and believe in the power of transforming spaces to satisfy the clients’ needs in every possible way.
About the Role:
As our Executive Secretary, you'll play a crucial role in keeping our team organized and efficient, allowing us to focus on what we do best: being professional. You'll be the right hand to our MD and a key member of our close-knit team, providing exceptional administrative support and contributing to our positive and productive work environment.
Responsibilities:
- Calendar & Schedule Management:
- Manage the MD's calendar, scheduling appointments, meetings, travel arrangements, and most importantly, reminders.
- Proactively anticipate needs and ensure smooth scheduling for the entire team.
- Maintain accurate records and communicate updates effectively.
- Communication & Liaison:
- Screen incoming calls, emails, and visitors, prioritizing and directing them appropriately.
- Handle correspondence and prepare documents with accuracy and professionalism.
- Act as a point of contact for clients, vendors, and other stakeholders.
- Distribute project updates and ensure all concerned project personnel are always up to day.
- Handle portals, file permits and issue gate passes when required.
- Organization & Administration:
- Maintain an organized and efficient office environment.
- Prepare presentations and reports as needed.
- Manage office team, timings and expense reports.
- Ensure all company documents are properly filed and archived.
- Ensure company compliance with UAE law requirements, and relevant regulations and standards.
- Order office supplies and equipment.
- Order materials, equipment, and tools for projects.
- Handle other administrative tasks as assigned.
You're a Perfect Fit If You Have:
- 5 or more years of experience.
- A keen eye for detail and a commitment to accuracy.
- Exceptional organizational and time management skills.
- Strong understanding of the construction/Fit-out industry.
- Strong communication skills (written and verbal).
- Proficiency in Microsoft Office Suite and other relevant software.
- A positive and proactive attitude.
- The ability to work independently and as part of a team.
- Bonus points: Experience in the HR/PRO sector.
What We Offer:
- Opportunity to work in a fast-paced and dynamic environment.
- Close collaboration with a talented and passionate team.
- A chance to make a real impact and contribute to the success of a growing company.
- Positive and supportive work culture.
Ready to Join Our Team?
We're excited to hear from you! Please submit your resume and cover letter through our online portal: [link]. We can't wait to meet you!
