Admin & Operations Executive

Careers International; Dubai; On-site; AED 66,960 - 100,440; Full time

Job summary

Careers International in Dubai is seeking an Administrative Support professional to manage day-to-day office administration, handle inquiries, and coordinate with the finance team on quotations and invoices.

The role extends to operations coordination for event setups, vendor liaison, inventory management, and producing post-event reports. Fluency in English is required; Arabic is a plus, and you must be on a spouse visa and available in Dubai.

Qualifications

• Bachelor’s degree or diploma in Business Administration, Events Management, or related field.
• 2–5 years of experience in administration or operations, preferably in events, media, or marketing industry.
• Proficient in MS Office (Word, Excel, PowerPoint) and Google Workspace.
• Excellent written and verbal communication skills in English; Arabic is a plus.

Responsibilities

• Manage day-to-day office administration including correspondence, filing, and document control.
• Handle inquiries, emails, phone calls, and follow-ups with clients and suppliers.
• Maintain company records, contracts, and event documentation.
• Prepare quotations, purchase orders, and invoices in coordination with the finance team.
• Assist with visa, travel, and accommodation arrangements for staff (if needed).
• Support the operations team in planning, logistics, and coordination of event setups and dismantling.
• Coordinate with suppliers, venues, and internal teams to ensure timely delivery of materials and services.
• Maintain inventory of event equipment, props, and office supplies.
• Prepare event-related documents — such as checklists, delivery notes, and schedules.
• Assist in managing freelancers, crew, and transport logistics.
• Communicate with vendors for quotations, bookings, and service confirmations.
• Ensure vendor invoices and payments are processed accurately and on time.
• Support the project team in coordinating with clients for approvals, permits, and other operational needs.
• Maintain records of event costs, supplier details, and operational reports.
• Prepare post-event documentation and support budget reconciliation.
• Assist management in preparing periodic operational and administrative reports.

Skills

Strong organizational skills

Excellent communication

Problem-solving

Team player

Attention to detail

Education

Bachelor’s degree or diploma in Business Administration or related field

Tools

MS Office

Google Workspace

Job description

1. Administrative Support

• Manage day-to-day office administration including correspondence, filing, and document control.

• Handle inquiries, emails, phone calls, and follow-ups with clients and suppliers.

• Maintain company records, contracts, and event documentation.

• Prepare quotations, purchase orders, and invoices in coordination with the finance team.

• Assist with visa, travel, and accommodation arrangements for staff (if needed).

2. Operations Coordination

• Support the operations team in planning, logistics, and coordination of event setups and dismantling.

• Coordinate with suppliers, venues, and internal teams to ensure timely delivery of materials and services.

• Maintain inventory of event equipment, props, and office supplies.

• Prepare event-related documents — such as checklists, delivery notes, and schedules.

• Assist in managing freelancers, crew, and transport logistics.

3. Vendor & Client Liaison

• Communicate with vendors for quotations, bookings, and service confirmations.

• Ensure vendor invoices and payments are processed accurately and on time.

• Support the project team in coordinating with clients for approvals, permits, and other operational needs.

4. Reporting & Documentation

• Maintain records of event costs, supplier details, and operational reports.

• Prepare post-event documentation and support budget reconciliation.

• Assist management in preparing periodic operational and administrative reports.

Requirements

• Bachelor’s degree or diploma in Business Administration, Events Management, or related field.

• 2–5 years of experience in administration or operations, preferably in the events, media, or marketing industry.

• Proficient in MS Office (Word, Excel, PowerPoint) and Google Workspace.

• Excellent written and verbal communication skills (English required; Arabic is a plus).

• Knowledge of Dubai’s event permitting, vendor processes, and logistics coordination is an advantage.

• Must be currently on a spouse visa and available in Dubai.

Key Competencies

• Strong organizational and multitasking skills.

• Detail-oriented and proactive in problem-solving.

• Good interpersonal and communication abilities.

• Ability to work under pressure and meet tight deadlines.

• Team player with a flexible, “can-do” attitude.

Working Conditions

• Based in Dubai office with occasional site visits to event venues.

• May require flexible working hours during event periods (evenings/weekends).