Administrative Assistant

Key Responsibilities1. Administrative and Office Support

• Provide day-to-day administrative and clerical support to management and various departments.
• Maintain organized physical and electronic filing systems, company records, and documentation.
• Prepare, format, scan, print, and circulate business documents, reports, letters, and presentations.
• Manage incoming and outgoing correspondence, emails, telephone calls, and courier deliveries.
• Monitor office supplies and coordinate procurement, maintenance, and other office requirements.
• Ensure administrative processes are completed accurately and within established deadlines.

1. Coordination and Communication

• Schedule meetings, appointments, and conference calls, including meeting room arrangements and calendar invitations.
• Prepare meeting agendas, take minutes when required, and follow up on assigned action items.
• Coordinate with internal teams, clients, suppliers, service providers, and other external stakeholders.
• Draft professional emails, letters, memos, and routine business correspondence.
• Track pending requests, approvals, signatures, and deadlines to ensure timely follow-up.

1. Documentation and Record Management

• Maintain accurate databases, spreadsheets, registers, and administrative records.
• Ensure documents are properly organized, updated, accessible to authorized personnel, and securely stored.
• Assist with preparing periodic administrative reports and updating management records.
• Handle confidential company information and employee or client records with discretion.
• Support document control, data entry, and record archiving in accordance with company procedures.

1. Management and Operational Assistance

• Provide administrative support to managers and department heads as required.
• Coordinate business travel arrangements, including flight bookings, hotel reservations, transportation, and itineraries when necessary.
• Assist with expense documentation, invoice tracking, purchase requests, and petty cash records where applicable.
• Support employee onboarding logistics, including document collection, access arrangements, and workstation coordination.
• Liaise with the company's Public Relations Officer (PRO), authorized service providers, or relevant departments for administrative documentation and government-related processes, where required.
• Assist in organizing company events, training sessions, and internal activities.
• Perform other administrative duties reasonably assigned by management.

Qualifications and Experience

• Diploma or bachelor's degree in Business Administration, Office Management, or a related field preferred.
• Minimum of 2–3 years of experience in administration, office coordination, or a similar role preferred.
• Previous experience working in the UAE or GCC market will be an advantage.
• Good command of written and spoken English.
• Proficiency in Microsoft Office applications, particularly Word, Excel, Outlook, and PowerPoint.
• Experience with digital filing systems, spreadsheets, PDF editing, and business correspondence.
• Familiarity with office administration procedures, vendor coordination, and document management.
• Knowledge of UAE administrative processes or experience coordinating with PRO services is an advantage.

Required Skills and Competencies

• Excellent organizational, planning, and time-management skills.
• Strong attention to detail and accuracy.
• Effective written and verbal communication skills.
• Ability to prioritize tasks, manage multiple responsibilities, and meet deadlines.
• Professional interpersonal skills and a service-oriented attitude.
• Ability to maintain confidentiality and handle sensitive information responsibly.
• Good problem-solving skills, initiative, and a proactive approach to work.
• Ability to work independently and collaboratively in a multicultural environment.
• Adaptability and willingness to learn new systems and procedures.

Preferred Skills

• Knowledge of Arabic is an advantage, depending on business requirements.
• Familiarity with ERP, CRM, or other office management systems.
• Experience coordinating with suppliers, couriers, facilities teams, or external service providers.
• Strong Excel skills, including formulas, data organization, and basic reporting.

What We Offer

• Competitive salary based on qualifications and relevant experience.
• Professional and supportive working environment.
• Opportunities for learning and career development.
• Employment benefits in accordance with applicable UAE labour laws and company policy.

Pay: AED2,500.00 - AED3,000.00 per month

Work Location: In person