Office Administrative Assistant

Position Overview

We are looking for a proactive, organized and dependable Office Assistant cum Executive Assistant to support the smooth day-to-day functioning of the Dubai office while providing administrative and secretarial assistance to the Managing Director.

The role combines office administration, executive support, courier management, travel coordination, banking correspondence, and general administrative assistance. The successful candidate should be highly organized, responsive, professional and comfortable handling multiple priorities with discretion and confidentiality.

Key Responsibilities

Office Administration & General Support

• Manage the day-to-day administrative requirements of the Dubai office.
• Ensure the office is well organized, adequately stocked and functioning smoothly.
• Monitor and replenish office pantry supplies, refreshments, drinking water and other consumables.
• Coordinate with office suppliers, maintenance providers, cleaning services and other vendors as required.
• Maintain records of office-related purchases, supplies and administrative expenses.

Courier Management

• Coordinate domestic and international shipments through DHL and other courier providers.
• Arrange document and parcel collections/deliveries and maintain basic shipment records.

Banking & Corporate Correspondence

• Assist with routine correspondence and administrative matters relating to company bank accounts.
• Coordinate submission, collection and follow-up of banking documents and forms.
• Maintain organized records of banking correspondence and documentation.

Secretary / Executive Assistant to the Managing Director

• Provide day-to-day secretarial support to the Managing Director.
• Assist and maintain the MD's calendar, schedule and appointments.
• Assist in coordinating the MD's international business travel arrangements, including:

-Flight bookings

-Hotel reservations

-Airport transfers

-Visa and travel documentation

-Meeting schedules and appointments

• Assist with preparing correspondence, documents, and other materials as requested by the MD.
• Follow up on pending actions and requests on behalf of the MD.
• Handle confidential information and business matters with a high level of discretion.

Administration Support

• Ensure important company documents and correspondence are properly filed and easily retrievable.
• Maintain organized physical and electronic filing systems.
• Assist with scanning, printing, photocopying, document preparation and distribution.
• Ensure company correspondence and important documents are properly filed and easily accessible.

Accounts & Finance Support

• Provide administrative assistance to the Accounts/Finance team on routine matters.
• Assist with collection, submission and filing of invoices, receipts and supporting documents.
• Coordinate routine document collection from vendors, banks and other external parties.
• Assist with administrative follow-ups relating to payments, invoices and expense documentation.
• Maintain proper records of documents submitted to Finance/Accounts.

General Coordination & Ad-Hoc Responsibilities

• Coordinate with employees, vendors, service providers and external parties on routine administrative matters.
• Follow up on assigned tasks and ensure timely completion.
• Provide administrative support to other departments when required.
• Handle ad-hoc assignments and other reasonable duties assigned by the Managing Director or HR.

Key Requirements

• Bachelor's degree or diploma in Business Administration, Secretarial Studies, Office Administration or a related field is preferred.
• 3–5 years of UAE experience in office administration, secretarial work, executive assistance.
• Previous experience supporting senior management is an advantage.
• Good knowledge of office administration and general business practices.
• Good understanding of international travel arrangements and business travel coordination.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills in English.
• Good working knowledge of Microsoft Office, particularly Outlook, Word and Excel.
• Ability to manage calendars, appointments and multiple priorities effectively.
• Professional telephone and email etiquette.
• Ability to communicate confidently with banks, courier companies, suppliers and other external parties.
• UAE administrative experience is required.

Key Competencies

• Highly organized and detail-oriented
• Proactive and responsible
• Professional and presentable
• Strong follow-up skills
• Good communication and interpersonal skills
• Discretion and confidentiality
• Service-oriented approach
• Ability to work independently with minimal supervision
• Flexible and adaptable to changing priorities

Role Expectations

The successful candidate will be expected to take ownership of routine office administration and management support, rather than simply performing tasks upon instruction. The role requires someone who can identify administrative requirements, follow up proactively, maintain proper records and ensure that matters are completed efficiently and on time.

What we offer

Competitive Salary

Comprehensive Medical Insurance (Self)

Paid Annual Leave

Annual Return Ticket

Friday (work from home)