Executive Assistant – Document Control & Project Support

About the role

We are seeking an experienced Executive Assistant to support Bartawi General Contracting’s project teams in Dubai. The role combines high‑level executive support with document‑control leadership, ensuring smooth project delivery and compliance with contractual requirements.

Key responsibilities

• Define and enforce company‑wide document control policies, numbering, metadata and filing taxonomy.
• Lead, mentor and train a team of Document Controllers, conduct audits and performance reviews.
• Set and monitor service level agreements for submittals, RFIs, drawings, MIR/IR/NCR and as‑built/O&M manuals.
• Review all transmittals for correct revisions, supersessions 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 document deadlines.
• Own project close‑out activities, including as‑built packages, O&M manuals and archive hand‑over.
• Prepare for internal and external audits and implement corrective actions.
• Manage complex calendars, meeting agendas, action logs and follow‑ups while handling confidential correspondence.
• Support HR/IT onboarding and offboarding, maintain staff lists, org charts and contact directories.

Required profile

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

Required skills

• Advanced Microsoft Office (Excel, Word, PowerPoint) and Outlook/Teams.
• PDF markup tools.
• Experience with DMS/EDMS platforms such as SharePoint, Procore, Asite or other BIM‑type tools.