Office Administrative Assistant
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Key skills for this role
Role Overview
Support the smooth day-to-day functioning of the Dubai office while assisting the Managing Director with administrative and secretarial matters.
The role combines office administration, executive support, courier management, travel coordination, banking correspondence, and general administrative assistance.
The position requires organization, responsiveness, professionalism, discretion, and the ability to manage multiple priorities.
Key Skills for This Role
Full Job Posting
Position Overview
Support the smooth day-to-day functioning of the Dubai office while assisting the Managing Director with administrative and secretarial matters.
The role combines office administration, executive support, courier management, travel coordination, banking correspondence, and general administrative assistance.
The position requires organization, responsiveness, professionalism, discretion, and the ability to manage multiple priorities.
Office Administration and Coordination
- Manage daily administrative requirements and keep the office organized, stocked, and functioning smoothly.
- Monitor pantry supplies, refreshments, drinking water, and other consumables.
- Coordinate with suppliers, maintenance providers, cleaning services, and other vendors.
- Maintain records of office purchases, supplies, and administrative expenses.
- Coordinate domestic and international shipments through DHL and other courier providers.
- Arrange document and parcel collections and deliveries and maintain shipment records.
Executive and Travel Support
- Provide day-to-day secretarial support to the Managing Director.
- Maintain the Managing Director's calendar, schedule, and appointments.
- Coordinate international business travel, including flights, hotels, airport transfers, visas, travel documents, meetings, and appointments.
- Prepare correspondence, documents, and other materials requested by the Managing Director.
- Follow up on pending actions and requests on behalf of the Managing Director.
- Handle confidential information and business matters with discretion.
Banking, Finance, and Records
- Assist with routine correspondence and administrative matters relating to company bank accounts.
- Coordinate banking document submission, collection, and follow-up.
- Maintain organized physical and electronic filing systems for company documents and correspondence.
- Assist with scanning, printing, photocopying, document preparation, and distribution.
- Support Finance with invoices, receipts, vendor documents, payment follow-ups, and expense documentation.
- Coordinate with employees, vendors, service providers, and external parties on administrative matters.
Key Requirements
- Three to five years of UAE experience in office administration, secretarial work, or executive assistance.
- UAE administrative experience is required.
- A bachelor's degree or diploma in Business Administration, Secretarial Studies, Office Administration, or a related field is preferred.
- Good knowledge of office administration and general business practices.
- Good understanding of international travel arrangements and business travel coordination.
- Excellent English communication, professional etiquette, organization, and time-management skills.
- Working knowledge of Microsoft Office, particularly Outlook, Word, and Excel.
- Previous experience supporting senior management is an advantage.
Role Expectations
Take ownership of routine office administration and management support rather than performing tasks only upon instruction.
Identify administrative requirements, follow up proactively, maintain accurate records, and ensure matters are completed efficiently and on time.
What We Offer
- Competitive salary.
- Comprehensive medical insurance for the employee.
- Paid annual leave.
- Annual return ticket.
- Work from home on Fridays.
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