Administrative Assistant

Oilmar DMCC; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading oil & gas firm in Dubai seeks an experienced Administrative Assistant to provide day-to-day support to the team and management. Responsibilities include managing calendars, scheduling meetings, preparing documents, and handling travel arrangements. Candidates should have a Bachelor's degree in Business Administration, at least 2–3 years of experience, and proficiency in English and Russian. Strong organizational and communication skills are essential for success in this fast-paced environment.

Qualifications

• Minimum 2–3 years of administrative experience; oil & gas industry experience is an advantage.
• Ability to handle confidential information with discretion.
• Professional, proactive, and service-oriented personality.

Responsibilities

• Provide day-to-day administrative support to the team and management.
• Manage calendars, schedule meetings, and coordinate appointments.
• Prepare and format documents, reports, and presentations.
• Handle travel arrangements including bookings and itineraries.
• Maintain organized electronic and physical filing systems.
• Assist with procurement documentation and vendor coordination.
• Support HR activities such as onboarding and maintaining records.
• Coordinate office supplies and ensure smooth operations.

Skills

Proficiency in English

Proficiency in Russian

Strong written and verbal communication skills

Excellent organizational skills

Attention to detail

Strong time-management skills

Proficiency in MS Office

Education

Bachelor’s degree in Business Administration or related field

Job description

Key Responsibilities

• Provide day-to-day administrative support to the team and management.
• Manage calendars, schedule meetings, and coordinate internal/external appointments.
• Prepare and format documents, reports, presentations, and correspondence.
• Handle travel arrangements including flight bookings, hotel reservations, and itineraries.
• Maintain organized electronic and physical filing systems.
• Assist with procurement documentation, vendor coordination, and invoice tracking.
• Support HR activities such as onboarding, offboarding, maintaining personnel records.
• Coordinate office supplies, ensure smooth office operations, and liaise with service providers.
• Perform other administrative tasks as assigned by management.

Qualifications & Skills

• Bachelor’s degree in Business Administration or a related field (preferred).
• Minimum 2–3 years of administrative experience; oil & gas industry experience is an advantage.
• Proficiency in English and Russian languages is mandatory.
• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential information with discretion.
• Strong time-management skills and ability to work in a fast-paced environment.
• Professional, proactive, and service-oriented personality.