Administration Assistant - Immediate Joiner
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Key skills for this role
About the Role
We are seeking a highly organized Administration Assistant to support the Administration Manager in Dubai. The role involves administrative support, office management, HR administration, travel coordination, and event coordination.
Key Skills for This Role
Responsibilities
- Provide day to day administrative and operational support to the Administration Manager / Head of Administration
- Manage calendars, appointments, meetings, and travel schedules
- Prepare, proofread, and maintain reports, presentations, correspondence, and business documents
- Organize meetings, prepare agendas, record and distribute meeting minutes, and follow up on action items
- Manage incoming and outgoing correspondence, emails, and courier services
- Maintain accurate filing systems and confidential records
- Coordinate with internal departments and external stakeholders to ensure timely completion of administrative tasks
- Conduct research and support special projects as assigned
- Proactively improve administrative processes and office efficiency
- Support the smooth daily operation of the office, monitor supplies, coordinate maintenance
- Assist with recruitment activities, interview coordination, and candidate communication
- Arrange business travel including flights, hotels, transportation, visas, and travel documentation
Requirements
- Bachelor's Degree in Business Administration, Management, or related field
- 8–10 years of experience in administration, executive support, office management, or similar role
- Proven experience supporting senior management
- Excellent written and verbal communication in English
- Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Experience in travel coordination, visa processing, and itinerary management
- Knowledge of HR administration including onboarding, employee records, leave management
- Strong analytical, problem solving, and decision making skills
- Ability to handle confidential information with discretion
- Experience coordinating vendors, procurement, facilities, and corporate events is preferred
Full Job Posting
Overview
- We are seeking a highly organized, proactive, and professional Administration Assistant to provide comprehensive administrative and operational support to the Administration Manager / Head of Administration.
Key Responsibilities
- Provide day to day administrative and operational support to the Administration Manager / Head of Administration.
- Manage calendars, appointments, meetings, and travel schedules.
- Prepare, proofread, and maintain reports, presentations, correspondence, and business documents.
- Organize meetings, prepare agendas, record and distribute meeting minutes, and follow up on action items.
- Manage incoming and outgoing correspondence, emails, and courier services.
- Maintain accurate filing systems and confidential records.
- Coordinate with internal departments and external stakeholders to ensure timely completion of administrative tasks.
- Conduct research and support special projects as assigned.
- Proactively improve administrative processes and office efficiency.
- Support the smooth daily operation of the office, monitor supplies, coordinate maintenance.
- Assist with recruitment activities, interview coordination, and candidate communication.
- Arrange business travel including flights, hotels, transportation, visas, and travel documentation.
Qualifications
- Bachelor's Degree in Business Administration, Management, or a related field.
- 8–10 years of experience in administration, executive support, office management, or a similar role.
- Proven experience supporting senior management.
- Strong organizational and time management skills.
- Excellent written and verbal communication in English.
- Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Experience preparing reports, presentations, meeting minutes, and business correspondence.
- Experience in travel coordination, visa processing, and itinerary management.
- Knowledge of HR administration including onboarding, employee records, leave management, and documentation.
- Strong analytical, problem solving, and decision making skills.
- Ability to handle confidential information with discretion.
- Experience coordinating vendors, procurement, facilities, and corporate events is preferred.
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