Executive Assistant/Operation coordinator (PA) to the Chairman-CEO Office [Real Estate] " URGENT

Job Description

Job Title: Executive Assistant (PA) to CEO /OPERATIONS & SALES COORDINATOR – CEO OFFICE

• Recommended Job Title: Executive Assistant (PA) to CEO Operations & Sales Coordinator – CEO Office
  
• Industry: High-End Real Estate – Off-Plan / Primary Sales
  
• Location: UAE
  
• Employment Type: Full-Time
  
• Reports To: CEO / Founder
  
• Salary: AED 6,000-8,000 per month
  
  

Role Objective

• Ensure the CEO does not have to personally manage every lead, broker, developer registration, appointment, document or operational task.
  
• The role should become the central coordination point between the CEO, marketing, CRM, leads, brokers, developers, clients and sales administration, giving the CEO clear visibility while allowing focus on strategy, growth, relationships and high-value business.
  

Job Summary

We are seeking a Female highly organised, proactive and commercially minded Executive Assistant (PA) to CEO /OPERATIONS & SALES COORDINATOR – CEO OFFICE to work directly with the CEO of a growing high-end UAE real estate business.

The successful candidate will act as the CEO’s operational right hand, becoming the central coordination point between the CEO, brokers, clients, developers, marketing partners, CRM, leads and sales administration.

This is not a traditional Personal Assistant position. The role requires someone who can take ownership, follow through independently, protect the CEO’s time and ensure that important commercial and operational matters are properly controlled and completed.

Key Responsibilities:

CEO & Executive Support

• Manage the CEO's business diary, meetings and appointments.
  
• Organise meetings with developers, investors, brokers, clients and suppliers.
  
• Prepare documents, information and action points for meetings.
  
• Maintain a structured CEO task and priority list and follow up actions to completion.
  
• Draft professional emails, letters and business correspondence on behalf of the CEO.
  
• Coordinate business travel and appointments where required.
  
• Protect the CEO's time by prioritising requests and escalating matters requiring CEO involvement.
  

Daily Business Operations

• Coordinate day-to-day administrative operations across the UAE business.
  
• Maintain daily operational task lists and ensure outstanding actions are completed.
  
• Follow up brokers, staff, suppliers and external partners.
  
• Monitor important deadlines, renewals and outstanding documentation.
  
• Maintain organised company records and identify operational issues early.
  
• Provide concise daily and weekly updates to the CEO.
  
• Take ownership of tasks rather than waiting for instructions at every stage.
  

CRM & Lead Management

• Monitor incoming leads daily and ensure every lead is correctly entered into the CRM.
  
• Check lead source and campaign information and categorise leads where appropriate.
  
• Assign leads to the appropriate broker when authorised.
  
• Monitor broker response times, follow-up activity and lead status.
  
• Identify leads that have not been contacted and escalate or reassign where necessary.
  
• Maintain accurate client notes, appointments, viewings and pipeline information.
  
• Maintain Hot / Warm / Nurture lead classifications.
  
• Ensure automated follow-up workflows are operating correctly.
  
• Escalate valuable or urgent opportunities to the CEO.
  

Broker & Sales Administration

• Maintain broker records and support broker onboarding.
  
• Collect required documents and maintain broker agreements.
  
• Monitor broker activity, appointments, client follow-ups and sales pipeline progress.
  
• Track reservations, sales, individual performance and monthly/quarterly targets.
  
• Maintain commission and commission-split records.
  
• Prepare weekly sales performance reports and flag underperformance or operational concerns to the CEO.
  
• Compliance note: The role does not replace licensed brokers in regulated real-estate activities. Property advice, negotiations and transactions requiring appropriate licensing must be handled by authorised personnel.
  

Developer Registration & Administration

• Maintain a master list of UAE developers and registration status.
  
• Complete and follow up new agency/brokerage registration applications.
  
• Maintain existing developer accounts and update company information where required.
  
• Submit trade licences, VAT certificates and other approved company documents.
  
• Maintain agency agreements, renewal dates and developer portal access.
  
• Organise project brochures, price lists, availability information and developer contacts.
  
• Coordinate meetings between the CEO and developer representatives.
  

Client Administration

• Provide initial client acknowledgement where required and book consultations with brokers.
  
• Send appointment confirmations, brochures and approved project information.
  
• Maintain client requirements, documentation and follow-up records.
  
• Monitor reservation documentation and deal administration.
  
• Ensure client and deal files are stored accurately and securely.
  
• Maintain a professional, discreet and high-quality client experience.
  

Google Workspace & Company Documentation

• Maintain Google Drive and Shared Drive structures.
  
• Organise client, developer, broker, project and company folders.
  
• Maintain templates, contracts, agreements and company documentation.
  
• Control document access in accordance with company instructions.
  
• Coordinate Google Calendar and Gmail administration where authorised.
  

Systems & Technology

• The successful candidate will be expected to become highly competent in:
  
• GoHighLevel CRM
  
• Google Workspace, Drive, Gmail and Calendar
  
• WhatsApp Business
  
• ChatGPT and approved AI productivity tools
  
• Notion or equivalent knowledge-management systems
  
• Microsoft Office / Google Docs & Sheets
  
• Video conferencing and online meeting platforms
  
• Previous GoHighLevel experience is beneficial but not essential where the candidate demonstrates strong CRM and technology skills.
  

Marketing & Lead Generation Coordination

• Monitor incoming marketing leads and campaign lead volume.
  
• Check that leads enter the CRM correctly and provide lead-quality feedback.
  
• Coordinate with external marketing agencies and suppliers.
  
• Maintain campaign reporting information and monitor appointment/conversion data.
  
• Ensure agencies provide agreed reports and deliverables.
  
• Escalate campaign, system or lead-quality concerns to the CEO.
  

Reporting to the CEO

• Daily reporting should cover new leads, leads requiring attention, appointments, important client matters and outstanding operational issues.
  
• Weekly reporting should cover total leads, contact status, appointments, broker activity, reservations, sales closed, sales value, pipeline value, developer registration status, marketing performance and outstanding CEO decisions.
  
• Monthly reporting should cover broker performance, target versus actual sales, lead conversion, marketing-source performance, developer progress, operational issues and recommended improvements.
  

Key Performance Indicators

• CRM accuracy and data quality.
  
• Lead response and follow-up compliance.
  
• Appointment coordination and pipeline visibility.
  
• Broker follow-up compliance and administration.
  
• Developer registration completion and renewal control.
  
• Documentation accuracy and task completion.
  
• Accuracy and timeliness of CEO reporting.
  
• Reduction in the CEO's day-to-day administrative workload.
  
  
  

Requirements

Candidate Requirements:

Essential

• Strong organisational ability and attention to detail.
  
• Excellent written and spoken English.
  
• Professional communication skills.
  
• Strong computer and technology skills.
  
• Experience using CRM systems.
  
• Excellent Microsoft Office and/or Google Workspace skills.
  
• Ability to manage multiple priorities and work independently.
  
• Confidence communicating with senior businesspeople.
  
• Professional discretion when handling sensitive company information.
  
• Strong follow-up mentality and accountability.
  

Preferred

• UAE real estate or property-sector experience.
  
• Experience supporting a CEO, Managing Director or senior executive.
  
• Developer registration or sales-administration experience.
  
• GoHighLevel or comparable CRM experience.
  
• Knowledge of off-plan property transactions.
  
• Experience coordinating brokers or sales teams.
  

Ideal Candidate Profile

• Highly organised - nothing important gets forgotten.
  
• Proactive - identifies what needs doing rather than waiting to be asked.
  
• Commercially aware - understands that leads, appointments and follow-ups ultimately need to generate revenue.
  
• Confident - comfortable dealing with brokers, developers, clients and suppliers.
  
• Technology capable - able to learn new systems quickly.
  
• Accountable - takes ownership until tasks are completed.
  
• Discreet - understands the confidentiality required when working directly with the CEO.
  
• Ambitious - wants to grow with the company as the UAE operation expands.
  

Career Progression

• A high-performing individual may progress from Executive Assistant & Operations Coordinator to Senior Operations Coordinator, Operations Manager and ultimately Head of Operations as the company expands.
  
• Salary and position may be reviewed based on performance, capability and increased responsibility
  

. Role Objective

• Ensure the CEO does not have to personally manage every lead, broker, developer registration, appointment, document or operational task.
  
• The role should become the central coordination point between the CEO, marketing, CRM, leads, brokers, developers, clients and sales administration, giving the CEO clear visibility while allowing focus on strategy, growth, relationships and high-value business.
  

Benefits

Recommended Job Title: Executive Assistant (PA) to CEO Operations & Sales Coordinator – CEO Office

• Industry: High-End Real Estate – Off-Plan / Primary Sales
  
• Location: Abu Dhabi,UAE
  
• Employment Type: Full-Time
  
• Reports To: CEO / Founder
  
• Salary: AED 6,000-8,000 per month
  

Requirements
# JOB DESCRIPTION — EXECUTIVE ASSISTANT / PA TO CEO – OPERATIONS & SALES **Position:** Executive Assistant / PA to CEO – Operations & Sales Coordinator **Industry:** High-End Real Estate – Off-Plan / Primary Sales **Location:** UAE **Employment Type:** Full-Time **Reports To:** CEO / Founder **Salary:** **AED 6,000 per month** ## Job Summary We are seeking a highly organised, proactive and commercially aware **Executive Assistant / PA to CEO – Operations & Sales Coordinator** to work directly with the CEO of a growing high-end real estate business in the UAE. This is a **high-responsibility position that goes beyond a traditional Executive Assistant or PA role**. The successful candidate will act as the CEO’s operational right hand, coordinating executive priorities, real estate operations, CRM and leads, brokers, developers, clients, sales administration and reporting. The role requires a professional who can **take ownership, maintain confidentiality, anticipate priorities and ensure tasks are followed through to completion**, allowing the CEO to focus on strategic growth, developer relationships, investors and high-value business. ## Key Responsibilities ### CEO / PA & Executive Support * Manage the CEO’s diary, appointments, meetings and business priorities. * Coordinate meetings with developers, investors, brokers, clients and suppliers. * Prepare meeting documents, information, agendas and action points. * Maintain the CEO’s priority and follow-up list. * Draft professional emails and business correspondence on behalf of the CEO. * Coordinate business travel and appointments when required. * Screen and prioritise requests to protect the CEO’s time. * Handle sensitive business information with **strict confidentiality and discretion**. ### Real Estate Operations * Coordinate day-to-day administrative and operational activities. * Follow up with brokers, staff, developers, suppliers and external partners. * Monitor important deadlines, renewals and outstanding documentation. * Ensure operational actions are completed on time. * Identify issues early and escalate matters requiring CEO attention. * Provide structured daily and weekly operational updates. ### CRM, Leads & Sales Coordination * Monitor incoming leads and ensure accurate CRM entry. * Track lead sources, status and broker allocation. * Monitor broker response times and follow-up activity. * Maintain **Hot / Warm / Nurture** lead classifications. * Identify unattended, urgent or high-value opportunities. * Track client appointments, viewings and sales pipeline activity. * Monitor reservations, transactions and broker performance. * Maintain commission and commission-split records. * Prepare sales and pipeline reports for management. ### Developer & Client Coordination * Maintain developer registration and account records. * Coordinate new brokerage/agency registrations and renewals. * Maintain developer agreements, portal access and company documentation. * Organise project brochures, price lists and availability information. * Coordinate CEO meetings with developer representatives. * Maintain client requirements, documentation and follow-up records. * Monitor reservation and deal documentation. * Ensure a **professional, discreet and premium client experience**. ### Systems, Marketing & Reporting * Maintain organised company documentation and digital filing systems. * Manage information using Google Workspace and/or Microsoft Office. * Work confidently with CRM and productivity platforms. * Coordinate with marketing agencies and monitor incoming lead quality. * Track lead conversion, appointments, broker performance and sales results. * Prepare **daily, weekly and monthly reports** for the CEO. * Maintain clear visibility of pipeline value, sales performance and outstanding actions. ## Requirements * Previous experience as an **Executive Assistant, Personal Assistant, Operations Coordinator, Sales Coordinator or similar role**. * Experience supporting a **CEO, Founder, Managing Director or senior executive** strongly preferred. * UAE **real estate/property experience preferred**. * Understanding of **off-plan / primary real estate sales** is highly advantageous. * Experience with CRM systems and lead management. * Strong Microsoft Office and/or Google Workspace skills. * Experience with **GoHighLevel or comparable CRM platforms** is an advantage. * Excellent written and spoken English. * Excellent organisation and multitasking skills. * Strong commercial awareness and follow-up mentality. * Confident dealing with senior executives, developers, brokers and clients. * Ability to work independently and take ownership without constant supervision. * Exceptional attention to detail. * High level of **confidentiality, professionalism and discretion**. * Ability to work effectively in a fast-paced, target-driven real estate environment. ## Ideal Candidate Profile The ideal candidate is: * **Highly organised** – keeps priorities,