Personal Assistant cum Administrative Assistant
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Key skills for this role
About the Role
TXM Solutions in Dubai seeks a highly professional Personal Assistant & Administration Coordinator to support the Administration Manager.
Key Skills for This Role
Responsibilities
- Provide day to day support to the Administration Manager
- Manage calendars, meetings, correspondence, reports, presentations, and documentation
- Prepare agendas, record meeting minutes, and follow up on action items
- Maintain filing systems and confidential records
- Coordinate with internal and external stakeholders to ensure timely completion of tasks
- Support special projects and process improvement initiatives
- Support daily office operations and maintain office supplies and inventory
- Coordinate office maintenance, repairs, and service providers
- Ensure office facilities remain organized, safe, and operational
- Assist with recruitment, onboarding, employee records, and HR documentation
- Support visa processing, attendance, leave management, and payroll related administration
- Coordinate employee training and development activities
Requirements
- Bachelor's Degree in Business Administration or related field
- 8+ years of experience in administration, office management, executive support, or similar role
- Excellent verbal and written English communication skills
- Well groomed, polished, and professional appearance
- Strong personality with confidence to interact with senior management and external stakeholders
- Exceptional organizational and multitasking abilities
- Experience managing calendars, meetings, travel arrangements, and executive correspondence
- Strong follow up skills and ability to work independently
- High level of discretion and confidentiality
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Full Job Posting
Job Summary
- We are seeking a highly professional, well presented, and proactive Personal Assistant & Administration Coordinator to support the Administration Manager / Head of Administration.
- This role requires a confident individual with exceptional communication, organizational, and interpersonal skills who can effectively manage executive support responsibilities while coordinating day to day administrative operations.
- The successful candidate will serve as a trusted right hand to the Administration Manager, handling schedules, meetings, correspondence, travel arrangements, stakeholder coordination, office administration, and special projects.
Duties
- Provide day to day support to the Administration Manager.
- Manage calendars, meetings, correspondence, reports, presentations, and documentation.
- Prepare agendas, record meeting minutes, and follow up on action items.
- Maintain filing systems and confidential records.
- Coordinate with internal and external stakeholders to ensure timely completion of tasks and projects.
- Support special projects and process improvement initiatives.
- Support daily office operations and maintain office supplies and inventory.
- Coordinate office maintenance, repairs, and service providers.
- Ensure office facilities remain organized, safe, and operational.
- Assist with recruitment, onboarding, employee records, and HR documentation.
- Support visa processing, attendance, leave management, and payroll related administration.
- Coordinate employee training and development activities.
Travel & Event Coordination
- Arrange flights, hotels, visas, transportation, and travel documentation.
- Coordinate internal meetings, company events, exhibitions, and employee engagement activities.
Vendor & Facilities Coordination
- Liaise with vendors and service providers.
- Obtain quotations, support procurement activities, and maintain vendor relationships.
- Assist with office renovation, relocation, and facilities projects.
Senior Management Support
- Provide administrative support to senior management as required.
- Prepare reports, presentations, meeting materials, and confidential correspondence.
- Coordinate meetings, travel arrangements, and follow up actions.
Qualifications & Experience
- Bachelor's Degree in Business Administration or related field.
- 8+ years of experience in administration, office management, executive support, or a similar role.
- Excellent verbal and written English communication skills.
- Well groomed, polished, and professional appearance.
- Strong personality with the confidence to interact with senior management, employees, clients, and external stakeholders.
- Exceptional organizational and multitasking abilities.
- Experience managing calendars, meetings, travel arrangements, and executive correspondence.
- Strong follow up skills and ability to work independently.
- High level of discretion and confidentiality.
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
Key Competencies
- Executive Presence
- Professionalism & Confidentiality
- Excellent Communication Skills
- Strong Coordination & Follow up
- Attention to Detail
- Problem Solving & Initiative
- Relationship Management
- Ability to Work Under Pressure
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