Executive Assistant

Xperience Realty is hiring a high-calibre Executive Assistant to support one of their real estate agents in Dubai. This is an operator-first role that blends top-level admin, client relationship management, digital marketing support (social + SEO), and light web/backend ownership, the EA will be the agent's right hand across operations, marketing and lead generation.

1) Summary of experience

● 3+ years of experience as an Executive Assistant, Personal Assistant, Operations Coordinator or similar, ideally supporting C-suite or high-net-worth professionals.

● Preferably 2+ years in real estate, proptech, luxury services, brokerage, or a marketing/agency environment.

● Demonstrable social media + content experience (running channels, content calendars, copywriting) and SEO exposure (on-page, analytics, basic keyword work).

● The ideal candidate brings hands-on web familiarity and is confident navigating the backend of websites and ensuring everything runs smoothly from a performance and SEO standpoint.

● Proven use of CRMs (HubSpot, Pipedrive, Salesforce or similar), scheduling tools, and automation platforms.

● Fluent English is required; Arabic, Mandarin and/or other languages are a strong advantage.

2) What to expect :-

● This is high-pace, high-touch: you'll juggle calendar triage for your real estate agent, coordinate with HNW clients, last-minute site visits, urgent marketing campaigns, and inbound lead triage, often outside standard 9–5.

You are both operator and strategist: execute day-to-day admin flawlessly, and also proactively propose/implement content and lead-gen improvements.

● Discretion is non-negotiable. You'll handle confidential documents, client details, and sensitive negotiations.

● Expect a broad remit, from booking international travel and preparing investor packs to publishing Instagram reels and helping drive lead generation.

3) Role & responsibilities (how you'll support the agent)

A. Administrative & Client Support

● Full calendar management, appointment triage, travel booking and itinerary planning (local & international).

● Email management and prioritisation: draft replies, manage follow-ups, and ensure SLA (service level agreement) for client responses.

● Prepare property proposals, investor packs, P&L summaries, meeting briefs and presentation slides.

● Manage documents (NDAs, contracts) and liaise with legal/transactions teams.

● On-site assistance during showings, open houses and events.

B. Sales & Lead Management

● First-line qualification of inbound leads (phone, web forms, social DMs). Cold-call outreach and follow-up when required.

● Maintain and cleanse CRM data; create and execute lead routing and nurture sequences.

● Book and confirm viewings, prepare post-viewing follow-ups and feedback capture.

C. Marketing & Content (hands-on)

● Coordinate with the social media team to manage messages and comments that trickle through their social media efforts.

● Coordinate with photographers, videographers, and the editorial team to meet timelines on video production.

● SEO and web maintenance: consistently ensure the website is up to date with the latest content and has no glitches.

● Produce bi-weekly performance reports (social, leads, website) and action items.

D. Technical & Web/Backend Support

● Maintain listings on Bayut, Property Finder, Dubizzle and other global portals; keep inventory accurate.

● Basic WordPress/CMS edits (pages, listings, forms), manage plugins, and coordinate with developers for larger fixes.

● Identify gaps in lead generation process and help implement simple positive changes to overcome gaps.

● Troubleshoot hosting/DNS/email issues at a basic level and provide clear ticketing details to devs when escalation is required.

E. Operations & Special Projects

● Assist with event logistics, partnerships and festival activations.

● Support the agent's wider team (marketing, operations, legal) as needed — act as a bridge and gatekeeper.

● Proactively suggest process improvements and help implement them.

4) Skills — broken down clearly

Soft skills (must-have)

● Exceptional verbal & written communication — polished, confident phone presence for cold calls and HNW interactions.

● Emotional intelligence & diplomacy — handle delicate client conversations, complaints and negotiations tactfully.

● Proactivity & ownership — anticipates needs and acts without waiting for instructions.

● Prioritisation & resilience — adapt quickly, multi-task and focus under pressure.

● Discretion & integrity — strict confidentiality with client and company information.

● Client-facing polish — professional presentation, punctuality and attention to detail.

● Positive "closer" mentality — comfortable pushing for appointments, confirmations and next steps.

Technical skills (must-have / important)

● CRM proficiency — HubSpot, Pipedrive or Salesforce; comfortable building pipelines and automations.

● Social media and basic video creation or direction.

● SEO basics — keyword research, on-page SEO, metadata, Google Search Console, basic analytics.

● Web/CMS skills — backend familiarity

● Graphic & video tools (basic) — Canva, CapCut, simple Adobe or Premiere skills are a plus.

● Property portals & listings: experience listing and optimising properties on Bayut, Property Finder, Dubizzle or other global portals would be an advantage.

● Proactive system improvement: The ideal candidate naturally identifies inefficiencies in daily workflows and researches, tests, and implements new software or integrations that can improve productivity, data accuracy, and overall team performance.

5) Qualifications & other requirements

● Bachelor's degree preferred (Business, Marketing, Communications, IT or related) but demonstrable experience can substitute.

● Right to work in UAE (or willingness to relocate; employer may sponsor visa).

● Clean, professional references from previous managers/clients.

● Availability for occasional evenings/weekends and domestic travel.

● Portfolio of social posts, content calendars or case studies demonstrating past work

6) Nice-to-have / differentiators

● RERA familiarity or previous exposure to Dubai property regulations.

● Arabic and/or Mandarin speaker.

● Experience supporting agents targeting international investors (UK, India, Russia, GCC).

7) KPIs & how success will be measured

● Lead response SLA — initial contact within X hours (defined by agency).

● Leads qualified & appointments set per month.

● Calendar & admin accuracy — error rate in bookings and client no-shows.

● Content cadence & engagement — posts published on schedule; engagement uplift.

● Website & listing health — lead volume from organic/paid channels; SEO keyword improvements.

● CRM hygiene — % of contacts with complete profiles and correct tags.

● Project delivery — timely completion of campaigns, events and special projects.

8) Interview & assessment suggestions (practical screening)

Stage 1 — CV + portfolio review

● Look for evidence of the exact mix: EA + social + web.

Stage 2 — Phone screen (30 mins)

● Evaluate phone presence, cold-call comfort, language fluency, availability.

● Ask for 2 examples of conflict handled with a client and 2 process improvements they implemented.

Stage 3 — Practical test (take-home, 24–48 hrs)

● a) Draft 3 short email templates: initial outreach, viewing follow-up, nurture.

● b) Perform a 1-page SEO checklist / quick wins audit for the agents website (3–5 actions).

Kindly Share your CV / WA

Only selected candidates will be contacted.

Job Type: Full-time

Pay: From AED6,000.00 per month