Executive Office Manager

Ayedh Dejem Group (ADG) is now a vertically integrated international corporation specializing in real estate development, construction, hospitality, malls, charity programs, and asset management. We are committed to developing projects that impact the lives of our clients and their communities and be at the forefront of providing sustainable solutions that embody a contemporary interpretation of the Arabic affinity for nature. We have solid roots deep in the UAE and KSA and manage assets across Turkey, Egypt, the UK, and other countries.

Job Purpose:

The Office Manager to C-Level Executives will provide high-level administrative support to senior leadership while ensuring the smooth operation of the office. This role will involve a combination of office management responsibilities, including overseeing daily office functions, managing schedules, and assisting with various executive-level tasks.

Key Roles & Responsibilities:

Office Operations:

• Manage day-to-day office operations, including scheduling, correspondence, and ensuring the office is clean, organized, and well-stocked.
• Oversee and maintain office supplies, equipment, and IT systems.
• Organize and coordinate office events, meetings, and travel arrangements.
• Oversee the upkeep of office appearance and maintain a positive work environment
• Act as the first point of contact for visitors, vendors, and clients.
• Maintain and manage office systems, databases, and filing.
• Coordinate office-related budgets and expenses, ensuring cost-effectiveness and proper allocation of resources.

Administrative Support:

• Assist in managing appointments and client meetings.
• Handle phone calls, emails, and other communications in a timely and professional manner.
• Draft, proofread, and edit correspondence and other documents on behalf of the C-level executives.
• Conduct research and compile data for executive decision-making.
• Assist in the preparation of board meetings, including gathering materials and taking minutes.
• Manage and maintain executive-level documents and systems for easy access and retrieval.
• Perform ad hoc administrative tasks, as required by the executives.

Client Relations:

• Serve as a point of contact for clients, vendors, and stakeholders.
• Assist with client inquiries, ensuring they receive timely and accurate information regarding properties, services, and processes.

Financial & Document Management:

• Oversee the management of financial records, including invoicing, payments, and budgeting for office expenses.
• Maintain confidentiality and compliance with industry standards regarding client and transaction documentation.
• Assist in preparing and organizing documents (contracts, leases, client records, etc.)
• Maintain proper filing systems and documentation related to property transactions, leases, and contracts.

Education Qualifications and Work Experience

• Bachelor’s degree in Business administration, Accounting, Real Estate, or any related field preferred.
• Minimum 3+years of experience in office management, administrative support, executive assistance or a related field (experience in real estate industry will be more preferable).

Required Skills & Attributes

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and real estate management software.
• Knowledge of CRM systems, document management, and scheduling tools.
• Detail-oriented with a strong sense of responsibility.
• Ability to manage multiple priorities in a fast-paced environment.
• Problem-solving skills and the ability to think critically and independently.
• Proficiency in Arabic & English Communication Skills