Executive Secretary

About The Organization

Stone Haven Construction Company is a premier construction and civil engineering firm based in the UAE. With a reputation for delivering high-quality residential, commercial, and infrastructure projects, we are committed to excellence, safety, and innovation. As we continue to expand our footprint across the Emirates, we seek a highly organized and professional Executive Secretary to support our senior leadership team and ensure seamless administrative operations.

About The Role

The Executive Secretary serves as a vital link between the executive office and internal/external stakeholders. This role goes beyond traditional administration; it requires a proactive individual who understands the fast-paced nature of the construction industry, possesses exceptional discretion, and can manage complex schedules and documentation in a multinational environment.

Location: UAE (Head Office) Reporting to: Managing Director / General Manager

Key Responsibilities

• Executive Support & Office Management
• Calendar Management: Act as the gatekeeper for the executive’s schedule, managing appointments, board meetings, and site visits across different project locations.
• Travel Coordination: Arrange comprehensive travel itineraries, including visa processing, flights, and hotel bookings, often on short notice.
• Correspondence: Draft, review, and manage high-level correspondence, including letters to clients, subcontractors, and government authorities.
• Document Control & Project Support
• Tender & Contract Support: Assist in the preparation and compilation of tender documents, project reports, and contract agreements.
• Filing Systems: Maintain a rigorous digital and physical filing system for confidential project documents, ensuring easy retrieval for audits or project reviews.
• Meeting Governance: Attend executive-level meetings to record minutes, track action items, and follow up with department heads to ensure timely completion of tasks.
• Stakeholder & Client Relations
• Professional Liaison: Represent the executive office with professionalism when communicating with VVIP clients, consultants, and government officials (e.g., DM, DEWA, RTA).
• Communication Hub: Facilitate smooth communication between the head office and project sites/site offices.
• Administrative Compliance
• Expense Management: Manage executive expenses, petty cash, and department budgets with high accuracy.
• Confidentiality: Handle sensitive business information, including financial data and strategic plans, with the utmost integrity.
  
  

• Experience: Minimum of 5-8 years of experience as an Executive Secretary or Personal Assistant, with at least 3 years of experience within the Construction or Real Estate industry in the UAE.
• Education: A Bachelor’s Degree in Business Administration, Secretarial Studies, or a related field.
• Language Skills: Native-level fluency in English (written and verbal). Proficiency in Arabic is a significant advantage given the UAE context.
  
  

• Software Proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Document Control: Familiarity with document management software used in construction (e.g., Aconex, Procore) is an advantage.
• Typing Speed: High accuracy and speed in shorthand or touch-typing.
  
  

• UAE Market Knowledge: Deep understanding of UAE business etiquette and corporate culture.
• Multitasking: Proven ability to handle high-pressure environments and manage multiple priorities simultaneously.
• Discretion: A high degree of emotional intelligence and professional discretion.
  
  

• Opportunity to work in a leading construction firm involved in landmark UAE projects.
• A professional and diverse multicultural work environment.
• Competitive remuneration package aligned with UAE market standards.