Executive Assistant and Chief Operations Coordinator

Reporting To: Managing Director / CEO
Location: Dubai, UAE

Company Overview:
Valentin Altergott Real Estate Broker LLC & Allergott - FZCO is a dynamic and growing organization with diversified interests in real estate, and business setup. We are seeking a highly capable, proactive, and adaptable individual to provide comprehensive executive and operational support to the Managing Director.

Role Summary:
This is a central and multifaceted role that goes beyond traditional administrative duties. The successful candidate will act as the right hand to the Managing Director, ensuring the seamless operation of both business and personal executive functions. You will be the primary point of coordination for all internal operations, external stakeholders, government bodies, and clients, requiring the highest level of discretion, organization, and initiative.

Key Responsibilities:

1. Executive & Personal Assistance:

·        Act as the primary point of contact between the Managing Director and clients, partners, and internal staff.

·        Provide comprehensive executive and personal support, including complex calendar management, scheduling, and correspondence handling.

·        Manage emails, phone calls, and inquiries, ensuring prompt and professional responses.

·        Handle sensitive and confidential information with utmost discretion.

2. Real Estate Operations Management:

·        Prepare, manage, and file all real estate documentation (Contracts A, B, F, Ejari).

·        List, update, and refresh property listings on platforms like Property Finder.

·        Coordinate property viewings, assist with transaction closings, and ensure compliance with RERA/DLD regulations.

·        Manage all aspects of property advertising permits, including generating permit numbers and QR codes from the DLD portal.

·        Maintain and update the company’s developer database, relationships, and property portfolios.

3. Business Setup & Corporate Compliance (Altergott - FZCO):

·        Lead the company formation process, handling legal documentation, ownership structures, and liaison with government authorities (e.g., IFZA).

·        Ensure timely renewal of all trade licenses, visas, and business permits.

·        Coordinate with government agencies, legal firms, and financial institutions for all licensing and compliance requirements.

·        Establish operational procedures for newly formed entities.

4. Marketing & Digital Media Support:

·        Assist in marketing and promotional activities for property listings and the company brand.

·        Create and upload video content for property promotions on YouTube.

·        Update and manage the company website via Webflow, including property listings and blog content.

·        Create and update company marketing materials and ensure a consistent online presence.

5. Financial & Administrative Operations:

·        Prepare simple financial reports, handle petty cash, and support bookkeeping tasks using Zoho Books.

·        Process salary payments via the WPS system using ENBD Business Online.

·        Manage company expenses, beneficiary registrations, and basic financial tracking.

·        Oversee general office administration to ensure smooth daily operations.

·        Maintain both physical and digital filing systems for all company documents (contracts, licenses, employee records, etc.).

6. Platform & System Management:
You will be responsible for the operational management of all company platforms, including:

·        Zoho One (CRM & Operations)

·        Property Finder & DLD Portals

·        Webflow (Website)

·        YouTube Channel

·        IFZA, MOHRE, FTA, and other government portals

·        ENBD Business Online (Banking)

7. Document Control & Template Management:

·        Maintain and organize all company documents, templates, logos, and employee files in a structured digital library (Google Drive).

·        Ensure all document templates (NDAs, contracts, engagement letters) are up-to-date and readily accessible.

Qualifications & Required Skills:

·        Proven experience as an Executive Assistant, Personal Assistant, or Chief of Staff, preferably within the UAE real estate sector.

·        Essential: In-depth, hands-on experience with UAE government portals (DLD, RERA, MOHRE, IFZA, FTA).

·        Essential: Proficiency in using the Property Finder backend and understanding the real estate transaction lifecycle.

·        Strong financial acumen with experience in basic bookkeeping, WPS salary transfers, and expense management.

·        Tech-savvy with the ability to quickly learn and master new software platforms (Zoho, Webflow, etc.).

·        Basic video editing and content creation skills are a significant advantage.

·        Exceptional command of written and spoken English.

·        Impeccable organizational, time-management, and multi-tasking abilities.

·        Proactive, resourceful, and able to operate effectively in a fast-paced, dynamic environment with minimal supervision.

·        High level of professionalism, integrity, and discretion.