Executive Coordinator - Projects & Design

About the role

Shades Interiors is looking for a highly organized and proactive Executive Coordinator - Projects & Design to join its Executive Office and provide high-level coordination and follow-up support to the CEO / Chief Design Officer. The role acts as a central coordination point between the CEO/CDO and the Projects, Design, Technical and related functions, making sure priorities, decisions, actions, deliverables and critical issues are communicated and followed through.

Key responsibilities

• Coordinate and follow up on key project and design matters requiring CEO/CDO attention
• Maintain visibility of project milestones, design deliverables, approvals, priorities and outstanding issues
• Maintain consolidated action trackers for management instructions, decisions, commitments and approvals through closure, and collect and highlight overdue or critical matters
• Coordinate with Design Managers and design teams on submissions, revisions, approvals, material selections and design priorities
• Coordinate with Project Directors, Project Managers, PMO, Technical, Procurement, commercial and other functions
• Track critical issues affecting design, approvals, procurement, execution and client commitments
• Coordinate meetings involving the CEO/CDO, prepare agendas and supporting information, record minutes and track action, owner and deadline
• Prepare concise weekly status reports on key projects, design deliverables, pending decisions and overdue actions
• Organize project and design documentation, presentations, drawings, correspondence and records of key management decisions
• Coordinate internal, client, consultant and supplier meetings as required

Required profile

• Bachelor's degree in Architecture, Interior Design, Civil Engineering, Construction Management or a closely related field (mandatory)
• 3-5 years of relevant experience in interior fit-out, Design & Build, architecture, design consultancy or construction
• Good understanding of project and design workflows, drawings, submissions, approvals and project documentation
• Excellent coordination, organization, follow-up and multitasking skills
• Strong ability to prepare professional reports, presentations, meeting minutes and action trackers
• Excellent written and verbal communication skills in English
• Professional, detail-oriented, proactive and comfortable working directly with senior management

Required skills

• Microsoft Office, particularly Excel and PowerPoint

The position is full-time and permanent, based in Dubai, UAE. Applications are made by sending a CV to the company's careers team with the reference code EC-903.