Administrative Assistant

Digital Creations Events Management and PR Agency; Dubai; Hybrid; AED 60,000 - 120,000; Full time

Job summary

A dynamic events management firm in Dubai seeks an Administrative & Creative Operations Assistant to support the Managing Director. This hybrid role involves managing communications, sourcing suppliers, and creating compelling presentations. Proficiency in Microsoft Office and Canva is essential, alongside strong communication skills. If you thrive in a fast-paced environment and enjoy varied tasks, this position offers a chance to directly influence the company's growth.

Qualifications

• Proficiency in Word, Excel, and Outlook.
• Experience crafting professional presentations using Canva.
• Comfortable handling financial documents and basic calculations.
• Strong written and verbal communication to represent the brand.

Responsibilities

• Support the Managing Director with calendar management and communication filtering.
• Create visually engaging presentations for high-profile clients.
• Manage social media channels and assist in content creation.
• Attend meetings and site inspections while providing operational support.

Skills

Microsoft Office proficiency

Canva expertise

Financial literacy

Exceptional communication skills

Adaptability for remote and in-person work

Tools

Microsoft Excel

Google Workspace

Meta Business Suite

Job description

Overview

Administrative & Creative Operations Assistant

We are looking for a versatile, proactive, and tech-savvy Administrative & Creative Operations Assistant to serve as the right hand to our Managing Director. This is a "hybrid-dynamic" role: while much of your work can be done remotely, you must be available for face-to-face meetings and site oculars as needed.

The ideal candidate is a "Swiss Army Knife" professional—someone who can pivot from balancing spreadsheets to designing high-end client presentations without missing a beat.

Responsibilities

1. Executive & Administrative Support
   • Provide direct support to the Managing Director, managing calendars and filtering communications.
   • Supplier Sourcing: Research, contact, and negotiate with vendors to find the best quality and pricing for projects.
   • Financial Tasks: Draft and send professional quotations, follow up on payments, and issue invoices accurately.
2. Visual Design & Presentations
   • Canva Mastery: Create visually stunning, brand-aligned presentations and pitch decks for high-level clients.
   • Translate complex ideas or data into easy-to-digest visual layouts.
3. Social Media Management
   • Oversee social media channels by scheduling posts and engaging with the community.
   • Assist in content creation (graphics and captions) to maintain a consistent brand voice.
4. Operations & On-Site Support
   • Attend face-to-face meetings to take minutes and track action items.
   • Site oculars (property/venue inspections), taking photos and notes to report back to the team.

Required Skills & Qualifications

1. Microsoft Office Guru: You must be proficient in Word, Excel (formulas and data entry), and Outlook.
2. Design Eye: Proven experience using Canva to create professional-grade business documents.
3. Financial Literacy: Comfortable handling invoices, quotations, and basic math for supplier sourcing.
4. Communication: Exceptional written and verbal communication skills; you’ll be representing the brand to suppliers and clients.
5. Adaptability: Ability to work independently from home but show up energized for in-person tasks and oculars.

Why Join Us?

This isn't a "sit and wait for instructions" job. You will have a seat at the table, see the inner workings of the business, and play a direct role in our growth. If you are organized, creative, and love a role where no two days are the same, we want to meet you.

Skills

1. Technical & Software Proficiency
   • Advanced Microsoft Office: Beyond just typing; they should know how to use Excel for budget tracking/supplier lists and Word for professional reporting.
   • Canva for Enterprise: Ability to use brand kits, create templates, and produce high-fidelity presentations that look custom-made, not "cookie-cutter."
   • SMM Tools: Familiarity with scheduling platforms (like Meta Business Suite, Buffer, or Later) and a basic understanding of social media algorithms.
   • Cloud Collaboration: Proficiency in Google Workspace, Slack, or Zoom to ensure seamless remote communication.
2. Operational & Financial Literacy
   • Strategic Sourcing: The ability to vet vendors, compare quotes, and negotiate terms rather than just picking the first option on Google.
   • Basic Accounting Knowledge: Understanding the difference between a quote, a purchase order, and an invoice to ensure the Managing Director’s records are audit-ready.
   • Project Management: Keeping track of deadlines for multiple clients and ensuring no "ocular" or meeting is missed.
3. Creative & Communication Skills
   • Copywriting: Writing professional emails to suppliers and engaging captions for social media.
   • Visual Storytelling: The ability to take raw data or a verbal brief from the Director and turn it into a compelling visual pitch.
   • Professional Presence: High "soft skills" for face-to-face meetings and client-facing interactions during site visits.
4. Logistics & Physical Requirements
   • Spatial Awareness: For site oculars, they need to be able to take meaningful photos/videos and assess a physical space's suitability for projects.
   • Time Management: The discipline to stay productive while working remotely, but the flexibility to travel for in-person requirements.