Executive Assistant / Office & Administration Coordinator
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Key skills for this role
About the Role
SwissPro Business Solutions seeks an Executive Assistant / Office & Administration Coordinator to support the Managing Director and ensure smooth daily operations. The role involves administrative support, office management, HR administration, CRM management, and internal coordination.
Key Skills for This Role
Responsibilities
- Assist the Managing Director in daily operations, manage calendars, meetings, and administrative follow up
- Prepare correspondence, reports, and presentations
- Organize digital and physical filing systems and maintain structured company documentation
- Manage office supplies and inventory, order stationery and consumables, coordinate suppliers
- Coordinate HR processes including employee leave management, vacation planning, attendance monitoring, and insurance administration
- Maintain CRM data quality in Zoho CRM, update client information, produce reports, and analyze CRM activity
- Coordinate communication between departments (Operations, Accounting, Compliance, Management) to ensure smooth follow up of client files
- Assist with preparing invoices, organizing client documentation, coordinating internal projects, and following up with suppliers
Requirements
- Previous experience as an Executive Assistant, Personal Assistant, or Office Manager
- Strong organizational skills
- Excellent Microsoft Office skills
- Advanced Excel knowledge is an advantage
- Experience with Zoho CRM is highly desirable
- Comfortable using AI tools such as ChatGPT
- Excellent English (spoken and written)
- Additional languages are an advantage
Full Job Posting
Position Overview
- SwissPro Business Solutions is a Swiss owned consulting company in Dubai specializing in company formation, accounting, VAT, compliance, immigration, and real estate.
- We are looking for an exceptional Executive Assistant / Office & Administration Coordinator to work directly with the Managing Director.
- This is a dynamic role where no two days are the same, becoming the central coordination point between Management, Operations, Accounting, and Administration.
Main Responsibilities Executive & Administrative Support
- Assist the Managing Director in daily operations.
- Manage calendars, meetings, and administrative follow up.
- Prepare correspondence, reports, and presentations.
- Organise digital and physical filing systems.
- Maintain structured company documentation.
- Follow up on outstanding administrative tasks.
- Ensure documents are properly archived and easily accessible.
Office Management
- Daily inspection of the office.
- Managing office supplies and inventory.
- Ordering stationery and consumables.
- Coordinating suppliers when necessary.
- Maintaining an organised and professional working environment.
- Prepare meeting rooms and welcome visitors professionally.
Human Resources Administration
- Coordinate employee leave management, vacation planning, attendance monitoring.
- Manage employee files, insurance administration, HR documentation.
- Maintain confidential personnel records.
CRM Management
- Maintain CRM data quality in Zoho CRM.
- Update client information.
- Produce reports and analyse CRM activity.
- Identify improvements and suggest new ideas.
Internal Coordination & Operational Support
- Coordinate communication between Operations, Accounting, Compliance, and Management.
- Monitor outstanding actions and remind team members.
- Assist with preparing invoices, organising client documentation, coordinating internal projects, and following up with suppliers.
Qualifications
- Previous experience as an Executive Assistant, Personal Assistant, or Office Manager.
- Strong organisational skills.
- Excellent Microsoft Office skills.
- Advanced Excel knowledge is an advantage.
- Experience with Zoho CRM is highly desirable.
- Comfortable using AI tools such as ChatGPT.
- Excellent English (spoken and written).
- Additional languages are an advantage.
Who We Are Looking For
- Highly organised, extremely proactive, reliable, trustworthy, dynamic, positive, fast learner, solution oriented.
- Able to anticipate problems, comfortable working independently, excellent at multitasking, calm under pressure.
- Enjoys taking ownership and becoming an indispensable part of the company.
What We Offer
- Competitive salary based on experience.
- Direct collaboration with the Managing Director.
- Modern office next to Dubai Mall Metro.
- International working environment.
- Significant autonomy and responsibility.
- Continuous learning opportunities.
- Long term career development within a rapidly growing Swiss company.
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