Administrative Assistant

Artificial Intelligence Community of Pakistan; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

Artificial Intelligence Community of Pakistan is seeking an organized Admin Assistant / Office Coordinator to join our core operations team. You will report to the Office Manager or Operations Lead, handling day-to-day office operations and coordinating across Internal Operations, Finance, HR, Procurement and Building Management.

Responsibilities include front desk duties, office supply management, facility maintenance coordination, travel scheduling, correspondence handling, and assisting with

Qualifications

• Education: Bachelor's degree or Diploma in Business Administration, Office Management, Corporate Communications, Secretarial Studies, or a related field.
• Office Administration & Facility Coordination: 1-2 years of practical experience supporting office operations, managing front desk reception workflows, handling facilities maintenance, and coordinating office equipment servicing.
• Vendor Management & Basic Procurement: Hands-on experience sourcing office suppliers, requesting comparative quotes, preparing purchase requisitions, auditing vendor delivery orders, and monitoring office inventory levels.
• Travel & Calendar Management: Demonstrated ability to manage multi-party meeting schedules, coordinate executive travel itineraries (flights, hotels, visas, and ground transport), and reserve meeting facilities.
• Document Management & Record Control: Proficiency in setting up and maintaining structured physical and digital document archiving systems, ensuring proper document version control, record retention and instant retrieval.
• Software & Office Suite Proficiency: Hands-on experience with modern cloud collaboration software and office applications (e.g., Microsoft 365, Google Workspace, Zoom, Teams, and Slack).
• Spreadsheet Proficiency & Reporting: Intermediate skills in Microsoft Excel / Google Sheets (VLOOKUP/XLOOKUP, Pivot Tables, SUMIFS, and data validation) to maintain inventory logs, expense tracking sheets, and operational rosters.
• Data Protection & Confidentiality: Absolute integrity, high ethical standards, and strict adherence to data privacy standards (e.g., PDPA/GDPR) when handling sensitive corporate documents and management correspondence.
• Communication & Interpersonal Skills: Clear, polite, and professional written and verbal communication skills to greet visitors, handle client inquiries, draft internal office announcements, and collaborate effectively with internal teams.
• Professional Attributes: Exceptional organizational capabilities, strong problem-solving skills, keen attention to detail, high emotional intelligence, and a proactive, service-oriented approach to maintaining an efficient workspace.

Responsibilities

• Front desk operations management and guest reception
• Order and maintain office supply inventories
• Coordinate facility maintenance and office equipment servicing
• Schedule travel logistics and meeting facilities
• Handle incoming/outgoing correspondence and mail
• Assist with petty cash and vendor invoice verification

Skills

Organizational skills

Communication skills

Data privacy

Office software proficiency

Spreadsheet proficiency

Proactive service-minded

Education

Bachelor's degree or Diploma

Tools

Microsoft 365

Google Workspace

Zoom

Teams

Slack

Job description

Role Description

We are seeking an exceptionally organized, proactive, and detail-oriented Admin Assistant / Office Coordinator / Admin Officer to join our core operations team. In this pivotal entry-to-mid level role, you will report directly to the Office Manager, Administrative Lead, or Operations Lead and collaborate closely with Internal Operations, Finance, Human Resources, Procurement, Building Management, and External Vendors. You will be responsible for managing day-to-day office operations, streamlining administrative workflows, and ensuring a functional, welcoming workplace environment across the organization. Responsibilities include managing front desk operations, ordering and maintaining office supply inventories, coordinating facility maintenance, scheduling travel logistics and meeting facilities, handling incoming/outgoing correspondence, and assisting with petty cash and vendor invoice verification.

Success in this position requires high organizational capabilities, proficiency in office software and spreadsheets, strong communication skills, strict data confidentiality, and a proactive, service-minded approach to maintaining efficient daily operations.

Qualifications

• Education: Bachelor's degree or Diploma in Business Administration, Office Management, Corporate Communications, Secretarial Studies, or a related field.
• Office Administration & Facility Coordination: 1-2 years of practical experience supporting office operations, managing front desk reception workflows, handling facilities maintenance, and coordinating office equipment servicing.
• Vendor Management & Basic Procurement: Hands-on experience sourcing office suppliers, requesting comparative quotes, preparing purchase requisitions, auditing vendor delivery orders, and monitoring office inventory levels.
• Travel & Calendar Management: Demonstrated ability to manage multi-party meeting schedules, coordinate executive travel itineraries (flights, hotels, visas, and ground transport), and reserve meeting facilities.
• Document Management & Record Control: Proficiency in setting up and maintaining structured physical and digital document archiving systems, ensuring proper document version control, record retention and instant retrieval.
• Software & Office Suite Proficiency: Hands-on experience with modern cloud collaboration software and office applications (e.g., Microsoft 365, Google Workspace, Zoom, Teams, and Slack).
• Spreadsheet Proficiency & Reporting: Intermediate skills in Microsoft Excel / Google Sheets (VLOOKUP/XLOOKUP, Pivot Tables, SUMIFS, and data validation) to maintain inventory logs, expense tracking sheets, and operational rosters.
• Data Protection & Confidentiality: Absolute integrity, high ethical standards, and strict adherence to data privacy standards (e.g., PDPA/GDPR) when handling sensitive corporate documents and management correspondence.
• Communication & Interpersonal Skills: Clear, polite, and professional written and verbal communication skills to greet visitors, handle client inquiries, draft internal office announcements, and collaborate effectively with internal teams.
• Professional Attributes: Exceptional organizational capabilities, strong problem-solving skills, keen attention to detail, high emotional intelligence, and a proactive, service-oriented approach to maintaining an efficient workspace.