Administrative Assistant

Knight Frank MENA; Dubai; On-site; AED 42,000 - 54,000; Full time

Job summary

Knight Frank MENA in Dubai seeks an Administrative Assistant to provide comprehensive support to our team, helping ensure smooth day-to-day operations and efficient document handling. You will coordinate bids and proposals, manage calendars, prepare reports, arrange travel, handle correspondence, and assist in data entry and MS Office tasks, contributing to a professional services environment.

The ideal candidate has at least 3 years of relevant experience, excellent communication, and a

Qualifications

• Minimum of 3 years proven experience as an Administrative Assistant, Secretary, or similar role.
• Experience supporting bids, tenders or proposals is a plus in professional services, real estate or consultancy.

Responsibilities

• Coordinate and support the preparation and submission of bids, tenders and proposals, including managing timelines and formatting documents.
• Maintain a tracker of current and upcoming bids, tenders and proposals with deadlines and status updates.
• Assist with preparation of proposal and bid documentation and supporting materials.
• Make travel arrangements for team members (flights, cars, hotels).
• Organize and maintain documents, records and files in paper and electronic formats with proper file paths.
• Prepare and draft letters, reports, agendas and papers for meetings.
• Input and update information in databases and spreadsheets.
• Assist in data entry, reporting and information compilation for the team.
• Draft and collate pitching material and assist MS Word, PowerPoint and Excel tasks.
• Ensure outputs follow formatting standards and maintain efficient administrative systems.

Skills

Attention to detail

Organizational ability

Communication skills

Multitasking

Discretion/confidentiality

Teamwork

Proactivity

Education

3 years minimum admin/secretarial experience

Tools

Microsoft Office

Job description

We are currently seeking a detail-oriented and organized Administrative Assistant to provide comprehensive support to our team. You will play a key role in ensuring smooth day-to-day operations by handling various administrative tasks and supporting our staff members.

Responsibilities

• Coordinate and support the preparation and submission of bids, tenders and proposals, including managing timelines, collating inputs from the team, formatting documents, coordinating approvals and ensuring submissions are completed accurately and on time.
• Maintain a tracker of current and upcoming bids, tenders and proposals, including deadlines, submission requirements and status updates.
• Assist with the preparation of proposal and bid documentation, including company credentials, CVs, project sheets, presentations and other supporting materials.
• Make travel arrangements for team members such as booking flights, cars, and hotel reservations.
• Organize and maintain documents, records, and files (including emails, reports, letters, schedules, forms and tender documents) in paper and/or electronic format, ensuring accuracy and easy retrieval. Ensure all documents have a file path for reference.
• Prepare and draft letters, reports, agendas, and papers for meetings.
• Inputs and updates information in databases and spreadsheets.
• Assist in data entry, generating reports, and compiling information as required by the team.
• Assist in drafting and collating pitching material.
• Support team members with MS Word, PowerPoint and Excel based tasks.
• Ensure reports and outputs are in line with formatting standards.
• Maintain office efficiency by organizing and implementing administrative systems, procedures, and policies.
• Control and maintenance of team diaries, making appointments and arrangements for all meetings and inspections with clients, developers, agents, owners and colleagues.
• Prepare precise targeted e-marketing emails.
• Liaise with internal and external accounts departments as required for raising of invoices, travel and expense reporting and other items. Ensure files adhere to audit regulations.
• Arrange and execute post and courier services.
• Answer phone calls, respond to emails, and handle correspondence on behalf of the team.
• Handle computer/database (KF Database, Contacts Register, Hub).
• Maintain correct contact information on People Search for the department.
• Other tasks as required.

Skills and Qualifications

• Minimum of 3 years proven experience as an Administrative Assistant, Secretary, or similar role.
• Previous experience supporting bids, tenders or proposals, preferably within a professional services, real estate or consultancy environment.
• Strong attention to detail and ability to manage multiple deadlines, particularly for time-sensitive bid and proposal submissions.
• Excellent interpersonal and communications skills.
• Professional, pleasant and confident manner in making and receiving phone calls.
• Strong organizational and problem-solving abilities.
• Ability to take initiative and work proactively.
• Ability to work through periods of high workload.
• Ability to maintain and improve filing systems.
• Attention to detail and a high level of accuracy.
• Ability to maintain confidentiality and handle sensitive information.
• Strong team player with the ability to build relationships.
• Flexibility, adaptability, and a co-operative attitude.
• Understanding of regional business culture and regulations.
• Software: Microsoft Office programs (Excel, PowerPoint, Outlook and Excel) to an advanced level including mail merge.
• Language skills: Fluency in English, written and verbal.