Administrative & Executive Assistant

Job Summary

We are seeking a highly organized and proactive Administrative & Executive Assistant to support the daily operations of the office and provide personal assistance to the CEO. The ideal candidate will manage administrative tasks, coordinate internal and external communications, handle government-related processes in the UAE, and assist with executive scheduling, travel arrangements, and confidential matters. The role also requires handling external errands, coordinating with government authorities, and ensuring the smooth and efficient functioning of office operations.

Key ResponsibilitiesOffice Administration

Manage the reception area and facilitate internal and external communications including emails, phone calls, packages, and correspondence.

Provide general support to clients and visitors.

Maintain office supplies, equipment, and inventory levels ensuring availability and efficiency.

Develop and maintain organized filing systems for both physical and digital records.

Prepare reports, letters, spreadsheets, presentations, and administrative documents.

Executive & Personal Assistant Duties

Provide full administrative and personal support to the CEO.

Manage calendars, appointments, and meeting schedules.

Organize meetings, book venues, prepare materials, and record meeting minutes.

Coordinate travel arrangements including flights, hotels, transportation, and required documentation.

Assist the CEO with personal administrative tasks and confidential matters when required.

Act as the primary point of contact between executives, employees, clients, and external partners.

HR & Employee Administration

Assist in job posting, recruitment coordination, and employee onboarding.

Maintain employee attendance and leave records.

Maintain accurate employee documentation and HR records.

Government & Visa Processing

Process company trade license, establishment card, Ejari, visas, Emirates IDs, and insurance documentation.

Coordinate with UAE government entities such as MOHRE, GDRFA, DED, TASHEEL, AMER, RTA, and other relevant authorities.

Finance & Administrative Support

Manage petty cash transactions and prepare reconciliation reports.

Maintain records of financial transactions and administrative expenses.

External Errands & Government Visits

Handle administrative tasks outside the office such as visiting government departments, banks, courier services, and other institutions.

Submit and collect official documents when required.

Support company administrative processes with external entities.

Utilities & Services Management

Manage company utility accounts including DEWA, DU, Etisalat, and Aquacool.

Ensure timely payments, renewals, and updates of services.

Requirements

Bachelor's degree in Business Administration, Office Management, Secretarial Studies, or a related field.

Minimum 45 years of UAE experience in roles such as Secretary, Office Administrator, Executive Assistant, Personal Assistant, or HR Assistant.

Must be currently located in the UAE.

Strong communication and interpersonal skills.

Excellent time management and multitasking abilities.

Strong organizational and problemsolving skills.

High attention to detail and ability to work independently.

Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).

Experience working with senior executives is an advantage.

Familiarity with UAE labor processes, visa procedures, Emirates ID applications, and government portals.

Knowledge of trade license, business setup, and Ejari procedures.

Familiarity with Dubai government institutions and administrative processes.

Additional Qualities

Positive attitude and professional demeanor.

Strong confidentiality and integrity.

Ability to work under pressure and manage multiple responsibilities.

Flexible and responsive when urgent tasks arise.