Admin Assistant Global Marketing

Kayali; United Arab Emirates; On-site; AED 60,000 - 120,000; Full time

Job summary

A modern fragrance company in the United Arab Emirates is seeking an Administration Assistant. The role involves managing purchase orders, providing administrative support, and assisting with merchandising activities. Ideal candidates should have a degree in Business Administration or Marketing, with 2 years of experience in a similar role. Proficiency in Microsoft Office and strong organizational skills are essential for ensuring smooth operations within the team.

Benefits

Premium Medical/Dental/Vision coverage

Find your Magic Days

Volunteer Day

Birthday Leave

Employee discounts on all products

Quarterly product gifting

Qualifications

• 2 years of experience in an administrative or marketing support role.
• Experience with Purchase Order (PO) systems and basic finance processes.
• Strong communication and interpersonal skills.

Responsibilities

• Manage purchase orders, ensuring accuracy and compliance.
• Liaise with suppliers and internal teams for PO approvals.
• Assist with merchandising and photoshoot coordination.

Skills

Organizational skills

Attention to detail

Communication skills

Proactive approach

Education

Diploma or Bachelor’s degree in Business Administration, Marketing or related field

Tools

Microsoft Office (Excel, Word, PowerPoint)

ERP or procurement software

Job description

Who Are

Fueled by passion, KAYALI was founded in 2018 by beauty mogul and fragrance fanatic, Mona Kattan.
Translating to ‘my imagination’ in Arabic, KAYALI provides a modern fragrance experience inspired by Mona’s rich Middle Eastern heritage and the art of layering scents to help you create your mood; where sharing scents is a ritual and smelling good is both an act of goodwill and self-love.
Mona collaborates with some of the world’s most renowned perfumers and sources the finest ingredients to create unique juices that are infinitely memorable, long‑lasting, and cruelty‑free.
Each luxurious fragrance is an ode to true craftsmanship and tells a special story, from the addictive notes to the multi‑faced jeweled bottles.

Our Mission

To make everyone feel like the diamond they are!
To build a global community of fragrance lovers through the power of scent and by providing them with the most innovative & luxurious fragrances, education and sharing our Middle Eastern fragrance rituals with the world.

Summary

The Administration Assistant will play a vital role in supporting the team by efficiently managing administrative tasks, raising purchase orders (POs), and assisting with merchandising activities.
This position ensures smooth day‑to‑day operations, accurate documentation, and timely execution of global marketing initiatives.

Key Responsibilities

• Purchase Order (PO) Management: Prepare, raise, and track purchase orders for marketing, branding, and merchandising requirements, ensuring accuracy and compliance with company policies.
• Liaise with suppliers, vendors, and internal teams to follow up on PO approvals, deliveries, and invoice processing.
• Maintain organized records of all POs, contracts, and related documentation for audit and reporting purposes.
• Support budget tracking by updating PO logs and assisting with expense reconciliation.
• Merchandising, Photoshoot Support: Assist the team in coordinating the production, delivery, and distribution of merchandising materials (e.g., displays, POS materials, samples) and final goods.
• Track inventory levels of samples, final goods and merchandising assets and coordinate replenishments as needed.
• Support the setup and breakdown of photoshoots, visual merchandising displays, and brand activations as required.
• Help prepare and dispatch product to market teams, retail and external partners.
• Administrative Support: Provide general administrative support to the team, including scheduling meetings, preparing agendas, and taking meeting minutes.
• Organize and maintain digital and physical files, ensuring easy access to marketing assets and documents.
• Assist in the preparation of presentations, reports, and marketing materials.
• Support travel arrangements and logistics for team members and events.
• Handle ad‑hoc administrative tasks as assigned to ensure smooth team operations.

Benefits

• Premium Medical/Dental/Vision coverage
• Find your Magic Days
• Volunteer Day
• Birthday Leave
• Employee discounts on all Kayali products
• Quarterly product gifting

Equal Employment Opportunity

Kayali is committed to building diverse and inclusive teams and upholding an equal employment workplace that is free from discrimination.
We hire stellar individuals regardless of their race, color, ancestry, religion, gender identity, national origin, sexual orientation, age, marital status, medical conditions, disability, or veteran status.
If you need reasonable accommodations at any point in the application or interview process, please let us know.

Qualifications

• Diploma or Bachelor’s degree in Business Administration, Marketing, or a related field preferred.
• 2 years of experience in an administrative or marketing support role, ideally within a retail, beauty, or FMCG environment.
• Experience with PO systems and basic finance processes is highly desirable.
• Proficient in Microsoft Office (Excel, Word, PowerPoint); experience with ERP or procurement software is a plus.
• Strong organizational skills, attention to detail, and ability to manage multiple tasks simultaneously.
• Good communication and interpersonal skills.
• Proactive, reliable, and able to work both independently and as part of a team.