Executive Secretary / Back Office & Follow-Up Executive

About this opportunity

Provide professional administrative, executive, and back-office support to management. Manage daily correspondence, emails, documents, schedules, meetings, and appointments. Coordinate and communicate with clients, suppliers, contractors, consultants, and internal teams. Prepare, organize, and maintain quotations, purchase orders, invoices, reports, agreements, and project-related documentation. Follow up regularly on quotations, approvals, purchase orders, payments, deliveries, pending tasks, and project requirements. Maintain accurate follow-up trackers and ensure pending actions are completed within the required timelines. Coordinate communication between management, office, project, site, logistics, and technical teams. Prepare meeting agendas, minutes, action points, and follow-up reports when required. Monitor important deadlines, commitments, and pending activities and provide timely updates to management. Assist management with day-to-day operational and administrative requirements. Maintain well-organized physical and digital filing systems. Prepare professional business correspondence, reports, presentations, and other documents as required. Handle confidential company, client, commercial, and management information with professionalism and discretion. Support project coordination and ensure smooth information flow between all relevant stakeholders. Perform other administrative and coordination duties assigned by management. Minimum 4 years of relevant professional experience in Executive Secretary, Executive Assistant, Administrative Coordinator, Back Office, Office Administration, or Project Coordination roles. Bachelor's degree or equivalent qualification preferred. Excellent written and spoken English with strong professional communication skills. Arabic language skills will be an advantage. Strong experience in executive support, administration, documentation, coordination, and follow-up. Excellent organizational and time-management skills with the ability to handle multiple priorities simultaneously. Strong follow-up skills with a proven ability to track pending tasks and ensure timely completion. Proficient in Microsoft Office , particularly Word, Excel, PowerPoint, and Outlook; knowledge of Google Workspace is an advantage. Strong email drafting, document preparation, reporting, and record-keeping abilities. Professional communication skills and confidence in dealing with clients, suppliers, contractors, and senior management. Highly organized, detail-oriented, proactive, reliable, and responsible. Ability to work independently as well as coordinate effectively with different departments and project teams. Strong problem-solving and multitasking abilities. Ability to maintain confidentiality and handle sensitive business information. Previous experience in luxury hospitality, hotels, wellness/SPA, construction, MEP, engineering, renovation, or project-based companies will be an added advantage. Candidates with experience working in a fast-paced, professional, project-oriented environment are preferred.