IRYNA RUBAN
Summary
Operations and business-development support professional with 8+ years of international experience working with senior leadership and founders in remote, fast-paced organizations. Experienced in independently delivering complex, multi-stakeholder tasks from planning through execution. Strong track record supporting client-facing business-development work, coordinating proposals, tailoring materials to client requirements, and helping teams deliver competitive submissions. Known for creating structure in ambiguous environments, improving workflows, and ensuring priorities move forward without constant supervision.
Overview
10
10
years of professional experience
Work History
Senior Executive Assistant & Operations Coordinator
Data Center Design and Engineering Firm
Remote, USA
05.2024 - Current
- Developed and maintained data trackers, reports, and dashboards (Excel, Smartsheet) to monitor project progress, for leadership.
- Supported finance/accounting teams with invoice tracking, expense reports, and budget updates.
- Provided high-level support to company president, including scheduling, confidential communications, and preparation of meeting materials.
- Designed, Coordinate proposals, presentations, for clients and leadership, ensuring content is accurate and visually professional.
- Track and update business opportunities (qualified leads, proposals, discussions) and prepare briefing materials for leadership.
- Liaised between engineers, vendors, and leadership to ensure project documentation, contracts, and purchase orders are aligned and delivered on time.
Virtual Project Management Assistant
Holiday Homes Company - Mabaat
Remote, Saudi Arabia
12.2023 - 05.2024
- Monitored project milestones and deliverables, ensuring timely updates to leadership.
- Prepared stakeholder presentations, pitch decks and reports to summarize project status.
- Conducted market research and created briefing documents to support decision-making.
Executive Assistant
Real Estate Private Client
Remote, Canada
10.2022 - 12.2023
- Handled real estate operations: lease renewals, tenant communication, and maintenance scheduling.
- Organized meetings, created property documentation, and ensured records were current.
- Supported owner/operator with calendar management and travel planning.
Assistant Property Manager
Nasser Lootah Real Estate
Dubai, UAE
01.2019 - 01.2021
- Managed tenant relationships across multiple residential and commercial properties, resolving issues quickly and maintaining satisfaction.
- Prepared and managed lease agreements, in accordance with local legislation.
- Oversaw leasing activities, including property showings, lease negotiations, move-in/move-out coordination, and deposit handling.
- Supervised maintenance requests, scheduled contractors, and followed up on work completion.
- Assisted with budget preparation, expense tracking, and financial reporting to support property owners.
- Ensured compliance with Dubai Municipality regulations, building safety requirements, and community standards.
- Coordinated regular property inspections, documented findings, and enforced lease terms.
- Trained and supported front-desk and administrative staff in handling tenant inquiries and documentation.
- Prepared monthly occupancy reports and rent collection updates for senior management.
Leasing Administrator
Al Muhaerbi Real Estate
Dubai, UAE
04.2016 - 12.2018
- Led residential leasing operations from initial inquiry to contract execution.
- Drafted and processed lease agreements, renewals, and compliance paperwork.
- Coordinated collections and delinquency follow-ups to ensure timely rent payments.
- Maintained accurate records of tenant communications, contracts, and financial reports.
- Assisted senior management with document preparation, scheduling, and travel coordination.
Education
Master's Degree - Food Technologies
National University of Food Technologies
01.2021
Google UX Design Certificate - undefined
Google Online School
01.2024
Skills
- Team Leadership
- Coordination
- Proposal Development
- Business Development
- Presentation
- Visual Communication
- Operations
- AI-Enabled Workflows
- Prototyping
- Research
- Analysis
- AI Tools
- Tech Tools
- Workflow Tools
- CRM Tools
- Asana
- Pipedrive
- Notion
- Salesforce
- Smartsheet
- Slack
- MS Office
- GSuite
- Bluebeam
- Yardi PMS
- Typeform
- Wix
- Adobe tools
Languages
English
Spanish
Ukrainian
Russian
Timeline
Senior Executive Assistant & Operations Coordinator
Data Center Design and Engineering Firm
05.2024 - Current
Virtual Project Management Assistant
Holiday Homes Company - Mabaat
12.2023 - 05.2024
Executive Assistant
Real Estate Private Client
10.2022 - 12.2023
Assistant Property Manager
Nasser Lootah Real Estate
01.2019 - 01.2021
Leasing Administrator
Al Muhaerbi Real Estate
04.2016 - 12.2018
Master's Degree - Food Technologies
National University of Food Technologies
Google UX Design Certificate - undefined
Google Online School