Executive Personal Assistant

Company: AHS Properties Location: Dubai, UAE (on-site) Employment type: Full-time Reports to: Owner Representative About the role AHS Properties is a real estate development company based in Dubai. We're looking for an organised, discreet and proactive Executive Personal Assistant to support a senior executive with business and personal matters. You'll manage the executive's calendar, travel and correspondence, keep documents in order, and follow up with contractors and suppliers so that commitments are delivered on time. The role suits someone who thinks ahead, handles confidential information with care, and is comfortable working at a fast pace in a senior setting. Responsibilities Executive and PA support Provide full administrative support to the executive, including managing correspondence and prioritising the inbox Prepare and format letters, memos, reports and presentations to a high professional standard Screen and direct calls, emails and visitors Act as the executive's point of contact with internal departments, senior stakeholders and external parties Take minutes at meetings, then track and follow up on action items until they're closed Calendar and meeting management Manage a complex, frequently changing calendar and resolve scheduling conflicts Book internal and external meetings, site visits and calls, including across time zones Prepare meeting packs and briefing notes, and make sure the executive has what they need before each meeting Arrange meeting rooms, catering and visitor access Travel and bookings Arrange business and personal travel end to end: flights, hotels, transfers, car hire and itineraries Coordinate visa applications and travel documents Book restaurants, events and other personal arrangements when requested Prepare and reconcile travel and expense claims in line with company policy Document control and records management Maintain an organised filing system for the executive's office, both physical and digital Control versions, approvals and signatures on contracts, agreements and correspondence Track expiry and renewal dates for documents such as licences, permits, insurance policies, contracts and personal documents, and raise reminders in advance Treat all confidential and sensitive information in line with company policy Contractor and supplier follow-up Follow up with contractors, consultants and suppliers on deliverables, quotations, invoices and deadlines Keep trackers of open items, purchase requests and payment status, and escalate delays Coordinate with Procurement, Finance and Projects so that requests get approved and processed on time Arrange access, appointments and logistics for service providers Personal and office matters Handle personal administration for the executive, such as household or property-related coordination, renewals, appointments, payments and errands Coordinate office requirements, supplies and facilities issues for the executive's office …