Executive Assistant & Office Administrator
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Key skills for this role
About the Role
An insurance brokerage firm in Dubai is seeking an Executive Assistant & Office Administrator to support senior management and coordinate office operations. Candidates should have 4-6 years of experience in administrative support within the UAE.
Key Skills for This Role
Responsibilities
- Serve as the first point of contact for client inquiries
- Manage, organize, and maintain administrative records
- Coordinate with outsourced employment service providers regarding visa and labour documentation
- Handle day to day office administration including IT support coordination, office supplies procurement, and general maintenance
- Manage the CEO's calendar, schedule meetings, appointments, and reminders
- Prepare correspondence, reports, presentations, and other business documents
- Maintain accurate filing systems and ensure company documentation is up to date
- Develop understanding of insurance products, company procedures, and internal workflows
- Utilize insurance portals and internal systems efficiently
- Liaise with internal departments, clients, insurers, and external service providers
- Maintain confidentiality when handling sensitive business and executive information
- Support special projects and perform additional administrative duties as assigned
Requirements
- Bachelor's degree or Diploma in Business Administration or a related discipline
- 4–6 years of experience in an Executive Assistant, Office Administrator, Personal Assistant, or Administrative Support role within the UAE
- Strong organizational, planning, and multitasking abilities
- Excellent written and verbal communication skills in English
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint)
- High level of professionalism, discretion, and confidentiality
Full Job Posting
About the Role
- Our client, a leading insurance brokerage firm in Dubai, is seeking a proactive, organized, and detail oriented Executive Assistant to provide high level administrative support and oversee day to day office coordination.
- This dual role position will support senior management while ensuring the smooth functioning of office operations and delivering exceptional administrative and client support.
- The ideal candidate is highly organized, possesses excellent communication skills, maintains confidentiality, and is eager to develop a career within the insurance industry.
Key Responsibilities
- Serve as the first point of contact for client inquiries, ensuring professional and courteous communication.
- Manage, organize, and maintain administrative records, including agreements with insurance companies and service providers.
- Coordinate with outsourced employment service providers regarding visa, labour, and related documentation.
- Handle day to day office administration, including IT support coordination, office supplies procurement, printing, and general office maintenance.
- Manage the CEO's calendar, schedule meetings, appointments, and reminders efficiently.
- Prepare correspondence, reports, presentations, and other business documents as required.
- Maintain accurate filing systems and ensure all company documentation is up to date.
- Develop a sound understanding of insurance products, company procedures, and internal workflows to effectively support the business.
- Utilize insurance portals and internal systems efficiently while adapting to new technologies and processes.
- Liaise with internal departments, clients, insurers, and external service providers to ensure seamless operations.
- Maintain confidentiality when handling sensitive business and executive information.
- Support special projects and perform additional administrative duties assigned by management.
Requirements
- Bachelor's degree or Diploma in Business Administration or a related discipline.
- 4–6 years of experience in an Executive Assistant, Office Administrator, Personal Assistant, or Administrative Support role within the UAE.
- Previous experience in the insurance, financial services, banking, or professional services sector will be an advantage.
- Strong organizational, planning, and multitasking abilities.
- Excellent written and verbal communication skills in English.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
- Ability to prioritize tasks and work effectively in a fast paced environment.
- High level of professionalism, discretion, and confidentiality.
- Strong interpersonal and customer service skills.
- Proactive attitude with a willingness to learn insurance products and internal business processes.
- Candidates familiar with the UAE business environment and culture will be preferred.
Preferred Qualifications
- Previous experience supporting senior executives or C level management.
- Experience coordinating with external vendors, government authorities, or outsourced service providers.
- Familiarity with insurance portals or CRM systems is an added advantage.
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