Personal Assistant / Document Controller

Personal Assistant / Document Controller

Maison Dimitry | Dubai, UAE

Full-time | On-site | Immediate availability preferred

About Maison Dimitry

Maison Dimitry is an interior design studio based in Dubai. We’re looking for an organized, proactive Personal Assistant / Document Controller to support our CEO & Founder and keep schedules, communications, and project documentation running smoothly.

This role combines executive and personal assistance with administrative support and document control across ongoing design projects.

Key Responsibilities

Executive & Personal Assistance

• Manage the CEO & Founder’s calendar, appointments, client meetings, and daily priorities.

• Coordinate business and personal schedules, including children’s appointments and activities.

• Arrange flights, accommodation, transport, and travel itineraries.

• Prepare meeting agendas, take clear notes, and follow up on action items.

• Coordinate with clients, suppliers, project teams, and other contacts on behalf of the CEO & Founder.

• Handle confidential business and personal information with discretion.

• Flag scheduling conflicts, outstanding tasks, and upcoming deadlines before they become issues.

Document Control & Project Organization

• Maintain clear, consistent digital filing systems for all design projects.

• Organize drawings, presentations, quotations, contracts, invoices, material information, and correspondence.

• Track document revisions and ensure the team can access the latest approved files.

• Maintain document registers, submission records, and approval trackers.

• Follow up on missing information, pending approvals, and project deliverables.

• Support the preparation and distribution of meeting minutes, reports, and project documents.

• Keep project records complete, up to date, and easy to retrieve.

Administrative Support

• Draft professional emails, prepare documents, and maintain trackers.

• Support day-to-day office coordination and communication.

• Help the CEO & Founder stay informed about priorities and outstanding matters across projects.

What We’re Looking For

• Relevant experience as a Personal Assistant, Executive Assistant, Document Controller, or Administrative Coordinator.

• Strong calendar management, organization, and follow-up skills.

• Experience maintaining structured filing systems and tracking document versions.

• Clear, professional written and spoken English.

• Confidence using Microsoft Office, shared calendars, cloud storage, and digital collaboration tools.

• Attention to detail and the ability to manage competing priorities.

• A proactive approach: comfortable taking ownership, asking questions, and anticipating needs.

• Professionalism and discretion when handling confidential information.

• Willingness to support both business and personal scheduling requirements.

Experience in an interior design, architecture, fit-out, or project-based business is an advantage.

Location & Availability

• Based in Dubai and available to work on-site.

• Available to join immediately, or with a short notice period.

How to Apply

• Apply through LinkedIn with your updated CV. Please include your current location, expected monthly salary in AED, earliest joining date, and current UAE visa status.