Administrator - Executive Assistant
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Key skills for this role
About the Role
Al Ghurair Asset Management LLC seeks an Administrator/Executive Assistant to support the Head of City Care in Dubai. The role provides comprehensive administrative, operational, and executive support, including calendar management, contract administration, and coordination across departments.
Key Skills for This Role
Responsibilities
- Provide full administrative and secretarial support to the Head of City Care
- Manage the Head of Department's calendar, meetings and appointments
- Coordinate internal and external meetings, prepare agendas, record minutes, and follow up on action items
- Screen telephone calls and correspondence; draft professional emails, letters and internal communications
- Maintain confidential records and files
- Coordinate travel arrangements, accommodation and itineraries
- Prepare reports, presentations and business documents
- Maintain company filing systems (electronic and physical)
- Provide administrative support to operational departments (Security, Cleaning, Pest Control, Rope Access, Specialist Services)
- Prepare quotations, proposals, contracts, and addendums; track contract expiry and renewals
- Assist with tender submissions and maintain CRM database
- Assist HR with employee documentation, leave records, attendance, visa, training, and onboarding
Requirements
- Bachelor's Degree or Diploma in Business Administration or related field
- Minimum 3–5 years of administrative experience
- Previous experience supporting senior management is preferred
- Experience within Facility Management, Security Services or related service industry is advantageous
- Excellent written and spoken English
- Strong organizational skills and attention to detail
- Ability to multitask and prioritize work independently
- High level of confidentiality
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams, SharePoint)
- Arabic language skills advantageous
Full Job Posting
Job Purpose
- The Administrator / Executive Assistant is responsible for providing comprehensive administrative, operational and executive support to the Head of City Care while ensuring the smooth day to day administration of City Care Facility Management and City Care for Security Services.
- This role acts as the central coordination point between management, operations, HR, finance, sales, procurement, suppliers and clients.
Executive Support
- Provide full administrative and secretarial support to the Head of City Care.
- Manage the Head of Department's calendar, meetings and appointments.
- Coordinate internal and external meetings.
- Prepare meeting agendas and circulate documentation.
- Record meeting minutes and follow up on action items.
- Screen telephone calls and correspondence.
- Draft professional emails, letters and internal communications.
- Maintain confidential records and files.
- Coordinate travel arrangements, accommodation and itineraries when required.
- Manage daily priorities and assist with workload planning.
Administrative Duties
- Maintain company filing systems (electronic and physical).
- Prepare reports, presentations and business documents.
- Handle incoming and outgoing correspondence.
- Maintain company registers and administrative records.
- Coordinate courier services and deliveries.
- Order and maintain office stationery and supplies.
- Ensure office administration is organized and efficient.
- Monitor expiry dates of important company documents and licenses.
Operations Administration
- Provide administrative support to operational departments: Security Services, Cleaning Services, Pest Control, Rope Access, Specialist Services.
- Prepare deployment documents, maintain operational records, assist with mobilisation of new contracts.
- Prepare staff lists, update operational trackers, coordinate with supervisors, assist with manpower planning.
- Maintain client documentation.
Contract Administration
- Prepare quotations using company templates.
- Prepare proposals and presentations.
- Draft contracts and addendums.
- Track contract expiry dates.
- Coordinate contract renewals.
- Maintain contract database.
- Maintain client document register.
Sales & Business Development Support
- Prepare client presentations.
- Assist with tender submissions.
- Coordinate proposal documentation.
- Maintain CRM database.
- Update sales pipeline.
- Arrange client meetings.
- Follow up outstanding proposals.
- Prepare sales reports.
HR & Staff Administration
- Assist HR and Operations with employee documentation, leave records, attendance records, staff files, visa documentation, uniform issue records, training records, SIRA licence tracking, medical and Emirates ID expiry tracking, onboarding documentation, exit documentation.
Procurement Administration
- Obtain quotations from suppliers.
- Prepare comparison sheets.
- Raise purchase requests.
- Track deliveries.
- Maintain supplier database.
- Coordinate with vendors.
- Maintain inventory records.
Finance Administration
- Liaise with Finance regarding client invoicing, timesheet submission, purchase orders, payment follow ups, receivable trackers, expense records, monthly reports.
Document Control
- Maintain company document control system.
- Ensure latest document versions are used.
- Archive historical records.
- Maintain proposal library.
- Maintain policy library.
- Maintain ISO documentation where applicable.
- Document tracker for movement from City Care to other departments.
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