Administrative Assistant

Confidential; Dubai; On-site; AED 89,000 - 134,000; Full time

Job summary

Confidential in Dubai seeks an administrative professional to support the division with clerical tasks, document control, scheduling, and preparation of routine letters, reports and presentations.

You will handle correspondence, coordinate office supplies, maintain confidential files, and assist in special projects while ensuring accuracy and timely delivery.

Responsibilities

• Performs general clerical duties including typing, filing, and photocopying
• Responds to and distributes incoming correspondence (phone, fax, email)
• Coordinates supply and maintenance of office equipment
• Prepares and compiles documents such as tender specs, client quotes, orders, and contracts
• Develops spreadsheets, reports, and presentations as required
• Schedules appointments and supports meetings and events

Skills

Clerical skills

Document control

Data entry

Scheduling

Job description

The role holder is responsible for providing administrative support by assisting in the activities that facilitate the flow of work in the related Division/Business Unit/Department. The role holder is also responsible for managing and providing all the paperwork, office procedures and other administrative tasks to facilitate operational requirements of the Division/Business Unit/Department.

Core Responsibilities:

• Performs general clerical duties to include but not limited to: typing, photocopying, faxing, mailing, and filing
• Responds, sorts and distributes incoming correspondence, including phone calls, faxes and emails
• Facilitates collection, distribution and dispatch of all correspondence (couriers/ letters/ bills) related to the related Division/Business Unit/Department
• Sends out internal communications for any new updates related to the Division/Business Unit/Department to ensure all personnel are aware and updated about the same
• Coordinates and facilitates the supply and maintenance of office equipment, whenever required
• Provides administrative documents including tender specifications, client quotations, vendor purchase orders, agreements and contracts, etc.
• Supports in filing and other document control activities for the Division/Business Unit/Department to ensure that all documents are stored and available for subsequent use
• Develops and updates spreadsheets, documents, reports and presentations as per the requirement
• Composes and types routine letters, memoranda, reports, presentations and minutes of meetings
• Gathers, enters, and/or updates data to maintain internal files, records and databases, as appropriate
• Schedules appointments and manages arrangements for events/meetings of the related Division/Business Unit/Department
• Maintains confidentiality of documents and information received
• Assists in the coordination, supervision, and completion of special projects as appropriate

Self-Management:

Defines performance goals at the start of the year in discussion with the reporting manager and ensures that the goals are achieved during the course of the year

Takes ownership of his/her own learning agenda by identifying development needs in consultation with the manager and agreeing on the individual development plan which goes beyond just training and development

Keeps abreast of professional developments, new techniques and current issues through continued education and professional growth