Administrative Assistant

Rania Group; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A global business entity based in Dubai is seeking a dedicated Administrative Assistant to manage daily office activities and warmly welcome visitors. This full-time on-site position requires a Bachelor’s degree and at least two years of administrative experience. The candidate must communicate fluently in English, be proficient in Microsoft Office, and demonstrate exceptional organizational skills. Responsibilities include managing calls, coordinating meetings, and overseeing filing systems to ensure smooth office operations.

Qualifications

• Minimum of 2 years’ experience in a combined administrative and front-desk role.
• Professional appearance and a service-oriented mindset.
• High level of discretion when handling confidential information.

Responsibilities

• Serve as the first point of contact, welcoming visitors and managing incoming calls.
• Coordinate internal and external meetings, manage executive calendars.
• Maintain organized filing systems for physical and electronic records.

Skills

Fluent in English

Exceptional interpersonal and communication abilities

Strong organizational skills

Proficient in Microsoft Office Suite

Education

Bachelor’s degree or diploma in Business Administration

Job description

Company Description

Rania Group was established in 1979 and has grown to become a worldwide entity with operations in Iraq, Kurdistan, and the UAE. They are involved in various industries like oil, construction, manufacturing, petrochemical, healthcare, real estate, commodity trading, and freight forwarding.

Role Description

This is a full-time on-site Administrative Assistant role located in Dubai. We are hiring an Administrative Assistant to help manage day-to-day office activities and welcome visitors in a professional and friendly manner. The ideal candidate will handle administrative tasks, support the team, and ensure the front desk runs smoothly. This role is key to maintaining a well-organized and professional office environment.

Key Responsibilities

• Serve as the first point of contact for the company, welcoming all visitors and managing incoming calls in a professional and courteous manner. Ensure the reception area remains presentable, well-organized, and aligned with corporate standards at all times.
• Receive and attend to guests, clients, and business partners with professionalism and hospitality, ensuring they are comfortable and well accommodated throughout their visit.
• Coordinate internal and external meetings, manage executive calendars, and arrange conference room bookings. Support travel arrangements including flight bookings, hotel reservations, transportation, and visa processing when required.
• Prepare and format internal and external correspondence such as reports, business letters, and memos, ensuring accuracy, consistency, and confidentiality. Assist in the preparation of presentations and documentation for meetings and projects.
• Maintain organized filing systems for both physical and electronic records, ensuring all documentation is properly archived and accessible when needed. Support the management of incoming and outgoing mail, courier services, and document dispatches.
• Monitor office inventory levels and coordinate with approved suppliers for timely replenishment of office materials and equipment. Liaise with vendors and service providers to ensure office operations run smoothly and efficiently.
• Provide administrative support to various departments by assisting with data entry, document processing, meeting coordination, and task follow-up. Handle sensitive information with discretion and maintain confidentiality in all aspects of the role.
• Assist in planning and coordinating internal events, staff meetings, and corporate functions. Contribute to creating a positive office environment by supporting both daily operations and long-term administrative improvements.

Qualifications & Skills

• Bachelor’s degree or diploma in Business Administration or a related field
• Minimum of 2 years’ experience in a combined administrative and front-desk role
• Fluent in English
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Exceptional interpersonal and communication abilities
• Professional appearance and a service-oriented mindset
• Strong organizational skills with the ability to multitask and prioritize under pressure
• High level of discretion when handling confidential information