Office Administrator (JLT, Dubai)
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Key skills for this role
About the Role
eMagine Solutions is hiring an Office Administrator in Dubai to manage daily office operations, support consultants and clients, schedule interviews, update ATS systems, and assist with presentations.
Key Skills for This Role
Responsibilities
- Run core office admin: supplies, coordination, general office organisation
- Support clients and candidates with admin requests quickly and professionally
- Schedule interviews end to end: diary coordination, confirmations, invites, reminders, follow ups
- Prepare meeting/interview rooms and ensure everything is set up on time
- Take minutes, capture action points, and update internal notes accurately
- Update internal and external ATS systems with candidate stages, interview notes, feedback, and documentation
- Support presentation creation using Canva or similar tools
- Support outreach/admin tools where needed (Apollo experience is a strong advantage)
- Help with basic social media and marketing support (formatting, posting coordination, simple content updates)
Requirements
- Organized, detail obsessed, proactive, calm under pressure, professional communicator, tech comfortable, trustworthy
- Experience in recruitment, staffing, or professional services admin is a plus
- Strong ATS experience is a plus
- Canva or similar presentation skills are a plus
- Familiarity with Apollo and AI tools is a plus
Full Job Posting
Role Overview
- eMagine Solutions is hiring an Office Administrator to be the engine behind a smooth, professional, high performing office. You'll keep day to day running flawlessly while supporting consultants, clients, and jobseekers.
What you'll be doing (day to day)
- Running core office admin: supplies, coordination, general office organisation, and keeping standards high.
- Supporting clients and candidates with admin requests quickly and professionally.
- Scheduling interviews end to end: diary coordination, confirmations, invites, reminders, and follow ups.
- Preparing meeting/interview rooms and ensuring everything is set up on time.
- Taking minutes, capturing action points, and updating internal notes accurately.
- Updating internal and external ATS systems with candidate stages, interview notes, feedback, and documentation.
- Supporting presentation creation (Canva skills preferred).
- Supporting outreach/admin tools where needed (Apollo experience is a strong advantage).
- Helping with basic social media and marketing support (formatting, posting coordination, simple content updates).
Traits we need (non negotiables)
- Organised: you naturally create order and keep things moving.
- Detail obsessed: notes, names, times, links, and systems are always accurate.
- Proactive: you don't wait to be told — you spot gaps and fix them.
- Calm under pressure: you can handle last minute changes without drama.
- Professional communicator: clear, friendly, confident with clients and candidates.
- Tech comfortable: you learn tools fast and enjoy improving processes.
- Trustworthy: you handle confidential information with maturity and discretion.
What will make you stand out
- Experience in recruitment, staffing, or professional services admin.
- Strong ATS experience (updating stages, notes, compliance docs, interview feedback).
- Canva (or similar) — you can build clean, professional slides quickly.
- Familiarity with Apollo and modern productivity tools.
- Comfort using AI tools to speed up admin, formatting, summaries, and content.
- Social media/marketing awareness (LinkedIn basics, content formatting, simple scheduling).
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