Administrative Assistant

ABOUT KERTEN HOSPITALITY

Kerten Hospitality (KH) is an end-to-end lifestyle hospitality operator creating bespoke destinations, experiences and communities while optimising operations and driving profitability for savvy investors with a strong commitment to sustainability. KH transforms destinations through impactful partnerships with Food & Beverage, Retail, Entertainment, Art and Wellness brands with a focus on building Ecosystems, and unique community-centric destinations, which connect International & local travellers. The Group's current pipeline includes projects in numerous countries in the Middle East, Europe, and North Africa region.

JOB DESCRIPTION

ASSET & EXPERIENCE:

• Proactively handle phone calls, emails, and correspondence to streamline communication.
• Maintain the cleanliness of meeting rooms, dealing with external visitors into the office, giving a KH experience.
• Prepare high-quality reports, presentations, and documents.
• Maintain strict confidentiality of sensitive information to safeguard company integrity.
• Efficiently execute the general administrative duties, maintain records, and manage office supplies.
• Manage incoming and outgoing mail and packages to improve communication flow.
• Actively assist in HR-related tasks, including recruitment, onboarding, and record maintenance.
• Acquire knowledge of and compliance with all emergency procedures.
• Conduct other duties as assigned by management (basic financial support, HR admin, IT admin etc., when applicable).
• Handle payments for office services (e.g., cleaners, cooling charges) and manage the office budget.

PEOPLE:

• Act as a liaison for effective communication between KH team members.
• Assist in the preparation of legal employment documentation and other necessary documentation as required.
• Handle expense reports and consultancy fees, including managing CEO's Monthly Consultancy Fee (Invoice).
• Book tickets and manage travel arrangements for KH executive team and other team members as needed.
• Assist with visa processes, prepare operational materials, and maintain a Travel Arrangement Tracker with price comparisons.
• Check approvals in Smartsheet for travel-related tasks.
• Order devices (phones/laptops/etc.) and coordinate with IT for email setup.
• Introduce new team members and assist with mobile plan setup (sim card ordering).
• Greet internal and external customers professionally and handle requests as appropriate.
• Act as a liaison between the Property and KH Core team for task force arrangements and follow-up reports.
• Handle contracts related to office operations, including Etisalat Monthly Invoice, plant maintenance (Oxigreen), and office annual maintenance (Concordia).
• DMCC portal management, handling contracts, onboarding, offboarding and light recruitment support.

COMMUNITY:

• Curate bespoke and genuine experiences by adapting activities based on the needs of the community, the guests, and the owners simultaneously.
• Cultivate an environment where sustainability and community are at the centre of every initiative.
• Support impactful community causes.

GROWTH:

• Contribute to the development of Kerten Hospitality by supporting the executive team and other members of staff.
• Provide on-site administrative support, enhancing daily operations and efficiency.

EXPERIENCE & SKILLS

• BSc in Business Administration, Management, or related field preferred.
• Minimum of 2 years of experience in administrative roles.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Strong organisational skills with attention to detail.
• Experience with calendar management, meeting coordination, and travel arrangements.
• Familiarity with data entry, record-keeping, and document management.
• Discretion and confidentiality in handling sensitive information.

JOINING OUR TEAM MEANS

• Competitive Compensation: A rewarding package tailored to your experience.
• Career Growth: Opportunities for advancement within our dynamic organisation.
• Inclusive Environment: A vibrant and inclusive workplace that encourages collaboration.