Administrative Assistant

Private Company Dubai; Dubai; Hybrid; AED 39,000 - 54,000; Full time

Benefits offered by this job

Hybrid work model

Ownership of operational processes

Job summary

Private Company Dubai is seeking an Operations & Executive Assistant in Dubai. The role combines office-and-remote work to support management with daily operations, project logistics, and procurement tracking.

You will manage calendars, coordinate high-level meetings, and act as gatekeeper. The position requires 3–5 years in similar roles, strong English skills, and fluency with Excel and Google Workspace.

Qualifications

• 3–5 years in an Executive Assistant, Operations Coordinator, or Senior Admin role.
• Must currently reside in Dubai, UAE.
• Hybrid work setup: split between office and remote days.
• Excellent English communication and professional presence.
• Proficient with Excel, Google Workspace, and project management tools.

Responsibilities

• Provide executive support: manage calendars, meetings, gatekeeper duties.
• Daily follow-up on operational tasks and cross-team deliverables.
• Maintain project tracking sheets, invoices, and procurement docs.
• Coordinate vendor and client communications, lead times, and payments.
• Oversee office and remote operations, onboarding logistics, and inquiries.

Skills

Microsoft Excel

Google Workspace

Project management tools

English communication

Job description

Salary Expectation Notice: The budget for this position is strictly AED 3,500 – AED 4,500 per month.

Please only apply if this salary range aligns with your expectations. Applicants who do not accept this range in the mandatory pre-screening questions will be automatically filtered out.

About the Role

We are an established specialized technology team delivering high-end commercial and hospitality projects across the UAE. Operating out of our primary office location in a central business centre, we are seeking a sharp, highly organized, and proactive Operations & Executive Assistant to support management across daily operations, project logistics, client/vendor communications, and administrative tracking.

This role features a hybrid work schedule—combining structured office days at our business centre with remote work for part of the week.

This is not a slow-paced administrative role—you will be right in the mix of fast-moving project operations, procurement follow-ups, and executive schedule management.

Key Responsibilities

• Executive Support: Manage calendars, prioritize communications, coordinate high-level meetings, and act as a reliable gatekeeper and coordinator for daily operations.
• Task Follow-Up: Rigorous daily follow-up on operational tasks, action items, and cross-team deliverables to ensure nothing slips through the cracks.
• Project & Document Coordination: Maintain project tracking sheets, log client/supplier invoices, assist with quotation formatting, and organize procurement documentation.
• Vendor & Client Liaison: Follow up with suppliers on lead times, deliveries, and payment schedules, ensuring seamless communication across active job sites.
• Office & Remote Operations Support: Oversee day-to-day administrative functions at our business centre office, maintain remote workflow coordination on work-from-home days, handle incoming inquiries, track petty cash/expenses, and assist with staff/vendor onboarding logistics.
  

Requirements & Qualifications

• Experience: Minimum 3–5 years of experience in an Executive Assistant, Operations Coordinator, or Senior Admin role.
• Location: Must currently reside in Dubai, UAE.
• Work Setup: Must be equipped and self-motivated to operate seamlessly in a hybrid environment (split between our business centre office and remote work).
• Professional Presence: Excellent personal presentation, polished demeanor, and confidence in representing the firm in front of clients and executive stakeholders.
• Technical Skills: Highly proficient in Microsoft Excel (data tracking, formatting, structured logs), Google Workspace, and project management tools.
• Communication: Exceptional written and spoken English with strong interpersonal skills.
• Mindset: Extreme attention to detail, proactive problem-solver, and capable of prioritizing tasks independently under tight deadlines.

What We Offer

• Monthly salary: AED 3,500 – AED 4,800
• Flexible Work Model: Hybrid work structure (partially remote / partially in-office at our business centre location).
• Fast-paced, high-end project environment with room to take full ownership of operational processes.