Executive Assistant – Document Control

About the role

The Executive Assistant will lead document control activities across projects, ensuring accurate filing, compliance, and seamless information flow within a fast‑paced construction environment.

Key responsibilities

• Define and implement company‑wide document control policies, numbering systems, metadata, and filing taxonomy.
• Line‑manage and mentor project Document Controllers, delivering training, audits, and performance reviews.
• Establish and monitor service level agreements for submittals, RFIs, drawings, MIR/IR/NCR, and as‑built/O&M manuals.
• Review transmittals for correct revisions, supersedures and traceability.
• Maintain centralized registers (letters, emails, MOMs, submittals, RFIs) and publish weekly dashboards.
• Coordinate with Technical/Design, QS/Contracts, Planning, HSE/QAQC, Procurement and Finance to meet contractual deadlines.
• Own project close‑out documentation, including as‑built packages, O&M manuals and archive compliance.
• Support internal and external audits and implement corrective actions.
• Manage complex calendars, meeting agendas, action logs and follow‑ups.
• Draft, proof and format correspondence, memos and presentations while maintaining confidentiality.
• Gatekeep priorities, screen communications and prepare briefing materials.
• Maintain head‑office filing structure, access permissions and records retention schedule.
• Assist HR/IT with onboarding and offboarding, keeping staff lists, org charts and contact directories up‑to‑date.

Required profile

• 5–10 years of document control experience in construction or engineering, preferably in the UAE.
• Proven team‑leadership experience managing multiple Document Controllers.
• Excellent written and verbal English; Arabic is a plus.
• Strong attention to detail, discretion and time‑management skills.

Required skills

• Advanced Microsoft Office: Excel, Word, PowerPoint.
• Outlook and Microsoft Teams.
• PDF markup tools: Adobe Acrobat, Bluebeam.
• Document Management Systems such as SharePoint, Procore, Asite or other BIM‑type platforms.