Admin & Operations Executive

Careers International; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A recruitment agency in Dubai is seeking an Administrative Support professional to manage office tasks, coordinate operations, and liaise with vendors for events. The ideal candidate has over 5 years of experience in administration or operations within the events industry, is proficient in MS Office, and is available in Dubai on a spouse visa. This role offers opportunities for growth in a dynamic environment.

Qualifications

• 5+ years of experience in administration or operations in events, media, or marketing.
• Must be currently on a spouse visa and available in Dubai.
• Knowledge of Dubai’s event permitting and logistics coordination.

Responsibilities

• Manage day-to-day office administration and correspondence.
• Support the operations team in planning logistics for events.
• Communicate with vendors for quotations and service confirmations.
• Maintain records of event costs and operational reports.
• Assist management in preparing operational reports.

Skills

MS Office (Word, Excel, PowerPoint)

Google Workspace

Communication skills (English)

Organizational skills

Multitasking

Education

Bachelor’s degree or diploma in Business Administration, Events Management

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 set‑ups 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.

• 25 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).