Executive Assistant

Description:

Responsibilities

• Set company-wide document control policy, numbering systems, metadata, and filing taxonomy.
• Line-manage and mentor project Document Controllers; conduct training, audits, and performance reviews.
• Establish and monitor SLAs for submittals, RFIs, drawings, MIR/IR/NCR, as-built/O&M manuals.
• Review outgoing/incoming transmittals, ensure correct revisions, supersedures, and traceability.
• Maintain centralized registers (letters, emails, MOMs, submittals, RFIs) and publish weekly dashboards.
• Coordinate with Technical/Design, QS/Contracts, Planning, HSE/QAQC, Procurement, and Finance to meet contractual/document deadlines.
• Own project closeout: as-built packages, O&M manuals, digital/hard archives, and handover compliance.
• Prepare for and support internal/external audits; implement corrective actions.
• Manage complex calendar, meeting agendas, action logs, and follow-ups.
• Draft, proof, and format correspondence, memos, and presentations; maintain strict confidentiality.
• Gatekeep priorities, screen calls/emails, and ensure briefing materials are ready ahead of meetings.
• Maintain HO filing structure, access permissions, and records retention schedule.
• Support onboarding/offboarding with HR/IT; maintain staff lists, org charts, and contact directories.

Qualifications

• 5–10 years in Document Control within construction/engineering; UAE experience preferred.
• Team leadership experience managing multiple Document Controllers across projects.
• Advanced MS Office (Excel, Word, PowerPoint), Outlook/Teams; strong PDF markup (Acrobat/Bluebeam).
• Hands-on with common DMS/EDMS platforms (e.g., SharePoint, Procore/Asite/BIM-type tools).
• Excellent English written/verbal communication; Arabic is an advantage.
• High attention to detail, organization, discretion, and time management.