Administration Assistant

Confidential Company; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading company in Dubai is seeking a proactive Administrative Assistant to support daily operations. The role involves managing communications, scheduling, and maintaining office efficiency. Ideal candidates will have proven experience, excellent organizational skills, and proficiency in Microsoft Office.

Qualifications

• Proven experience as an Administrative Assistant or similar role.
• Must be based locally and available to join immediately.
• Strong written and verbal communication skills.

Responsibilities

• Manage calendars, schedule meetings, and coordinate appointments.
• Serve as the first point of contact by answering and directing phone calls.
• Organize and maintain a structured digital and physical filing system.

Skills

Organizational skills

Attention to detail

Communication skills

Interpersonal skills

Proficiency in Microsoft Office Suite

Job description

We are seeking a proactive and highly organized Administrative Assistant to support our team with a wide range of administrative and clerical duties. This role is essential in ensuring smooth day-to-day operations, supporting managers and employees, and maintaining a productive, well-coordinated office environment.

Key Responsibilities

• Serve as the first point of contact by answering and directing phone calls and handling inquiries efficiently
• Manage calendars, schedule meetings, and coordinate appointments
• Prepare agendas and take detailed meeting minutes
• Draft, format, and send communications such as emails, memos, letters, and reports
• Support the preparation of regular internal and external reports
• Organize and maintain a structured digital and physical filing system
• Monitor and update office policies and procedures to improve efficiency
• Track inventory and order office supplies; negotiate with vendors for best terms
• Maintain and update contact databases and distribution lists
• Arrange travel and accommodations, including visa processing when needed
• Process and reconcile expense reports and purchase requests
• Welcome and assist visitors, ensuring a professional and friendly front-desk experience
• Coordinate with executive and senior-level administrative staff to fulfill tasks and follow through on high-level requests
• Handle confidential information with integrity and discretion

Requirements

• Proven experience as an Administrative Assistant or in a similar administrative role
• Must be based locally and available to join immediately
• Excellent organizational skills and attention to detail
• Strong written and verbal communication skills
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with office management software is a plus
• Ability to prioritize tasks and work independently with minimal supervision
• High level of professionalism and interpersonal skills

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