Assistant Operations Executive

Job Purpose

The Assistant / Operations Executive will directly support the Co-Chairman's Office, ensuring smooth communication, coordination, and follow-up across Milele Developments and Milele Foods. The role requires a highly organized and proactive professional who can handle day-to-day communication (emails, Microsoft Teams, WhatsApp, and other channels), coordinate with internal departments, and liaise with external stakeholders. This individual will act as an extension of the Co-Chairman's Office to ensure that tasks are executed efficiently, information is clearly relayed, and priorities are met on time.

Duties and Responsibilities (Generic) of the position

Key Responsibilities

1. Communication Management

• Draft, review, and send emails, Teams messages, and WhatsApp communications on behalf of the Co-Chairman's Office.
• Act as the first point of contact for both internal teams and external partners, ensuring professional, timely, and accurate communication.
• Maintain confidentiality and discretion in all correspondence.
• Ensure consistency and clarity in tone, formatting, and message delivery.

2. Internal Coordination

• Relay instructions and updates from the Co-Chairman's Office to relevant teams (e.g., Operations, HR, Marketing, Finance, Projects).
• Follow up with departments to ensure timely progress and completion of assigned tasks.
• Maintain a centralized log of instructions, tasks, and deadlines, updating the Co-Chairman regularly.

3. External Liaison

• Handle communication with vendors, partners, consultants, and clients on behalf of the Co-Chairman's Office.
• Assist in preparing formal communications (letters, proposals, meeting follow-ups) for external stakeholders.
• Schedule and coordinate external meetings, calls, and online sessions.

4. Documentation & Reporting

• Organize and maintain records of all communications, ensuring proper archiving and accessibility.
• Summarize long communication threads into concise action points for the Co-Chairman.
• Prepare weekly communication and task-tracking reports for management review.

5. Meeting & Task Support

• Assist in preparing agendas, briefing notes, and follow-ups for meetings.
• Capture meeting minutes and circulate action points to the concerned teams.
• Track assigned deliverables, send reminders, and escalate delays when necessary.

6. Administrative & Operational Support

• Assist with drafting SOPs, workflows, and templates for communication efficiency.
• Support coordination across Milele Developments and Milele Foods for cross-functional projects.
• Handle urgent communication on weekends/after-hours if critical (flexibility required).

Skills required at fulfill the position

Qualifications & Skills

• Bachelor's degree in Business Administration, Communications, or a related field.
• 2–4 years of experience in executive assistance, operations coordination, or corporate communications.
• Strong written and verbal communication skills in English (Arabic is a plus).
• High proficiency in MS Office, Microsoft Teams, and professional email etiquette.
• Ability to manage WhatsApp and other informal communication channels in a professional capacity.
• Excellent organizational and multitasking abilities with attention to detail.
• Ability to work under pressure, prioritize tasks, and maintain confidentiality.

Key Competencies

• Proactive & Reliable: Anticipates needs, minimizes oversight required.
• Strong Follow-up Skills: Ensures no task or instruction is left unattended.
• Communication Clarity: Able to translate complex instructions into clear, actionable messages.
• Confidentiality & Professionalism: Handles sensitive information with utmost discretion.
• Adaptability: Comfortable switching between Milele Developments (real estate projects) and Milele Foods (F&B business) priorities.

Reporting Line

• Reports directly to: Co-Chairman's Office (Executive Assistant / Business Support)
• Works closely with: Department Heads (Operations, HR, Marketing, Finance, Projects)

Job Type: Full-time

Pay: Rs60, Rs90,000.00 per month

Application Question(s):

• What are your Salary Expectations?

Work Location: In person