Administrative Assistant

Location: Abu Dhabi, UAE

Working Hours: 9:00 AM – 6:00 PM

Working Schedule: Full-time, with 2 days off per week

We are seeking a professional, organized, and reliable Administrative Assistant to join a private office in Abu Dhabi. The role will provide day-to-day administrative and coordination support across the office, while also assisting with reception duties and supporting the Chairman's office when required.

The ideal candidate will be discreet, presentable, highly organized, and comfortable working in a professional and confidential environment.

• Manage and coordinate meetings, calendars, appointments, and schedules for members of the team.
• Assist with scheduling meetings involving internal teams, external partners, guests, and service providers.
• Support the Chairman's reception area, including welcoming and assisting visitors in a professional manner.
• Coordinate meeting rooms and ensure they are prepared ahead of scheduled meetings.
• Manage guest reception, refreshments, visitor coordination, and general front-office requirements when needed.
• Assist employees with administrative processes such as medical insurance applications, additions, deletions, renewals, and document collection.
• Follow up with insurance providers and other external service providers as required.
• Support the team with general administrative requests, documentation, forms, correspondence, and coordination.
• Maintain and update calendars, meeting schedules, contact lists, trackers, and administrative records.
• Coordinate tasks and follow up with relevant team members to ensure actions and deadlines are completed.
• Assist with travel arrangements, bookings, couriers, deliveries, and other office logistics when required.
• Support the organization of internal meetings, events, lunches, and office activities.
• Liaise professionally with employees, senior management, guests, vendors, and external stakeholders.
• Maintain a high level of confidentiality and discretion at all times.
• Perform other administrative and coordination duties as required by management.

• Previous experience in an Administrative Assistant, Executive Assistant, Receptionist, Office Coordinator, or similar role.
• Experience working within a private office, family office, corporate office, or professional services environment is preferred.
• Strong organizational and time-management skills.
• Ability to manage multiple calendars, meetings, and competing priorities.
• Professional appearance and excellent interpersonal skills.
• Strong communication skills in English; Arabic would be an advantage.
• Proficiency in Microsoft Office, particularly Outlook, Word, Excel, PowerPoint, and Teams.
• Strong attention to detail and ability to follow up independently.
• Comfortable dealing with senior executives and high-profile visitors.
• Discreet, dependable, proactive, and service-oriented.