Administrative Assistant (Arabic Speaker)

AL Khail Mall; Dubai; On-site; AED 90,000 - 120,000; Full time

Job summary

AL Khail Mall is seeking an Administrative Assistant to provide comprehensive secretarial support to senior management and department leaders in Dubai. The role emphasizes discreet handling of confidential information, calendar management, and coordination of meetings with accurate MoMs.

The ideal candidate will have 2–4 years of UAE experience, fluency in Arabic and strong English communication, and the ability to manage multiple priorities with professionalism and tact.

Qualifications

• Bachelor's degree or diploma in a related field is required.
• 2–4 years of administrative or secretarial experience in the UAE.
• Experience supporting senior management and department managers.
• Proven ability to coordinate meetings, prepare Minutes of Meeting, and produce official correspondence and reports.
• Ability to handle confidential information with discretion.

Responsibilities

• Provide comprehensive administrative and secretarial support to senior management and department managers.
• Coordinate calendars, appointments, meetings, schedules, and daily priorities.
• Organize internal and external meetings with agendas and documents.
• Attend meetings and prepare Minutes of Meeting (MoM).
• Circulate approved minutes and follow up on actions and deadlines.
• Maintain action trackers and provide updates on pending matters.
• Draft and distribute official correspondence, letters, memos, and presentations.
• Coordinate travel arrangements and related logistics when needed.

Skills

Meeting coordination

Minutes of Meeting

Secretarial support

Calendar management

Discretion

Communication

Arabic-English bilingual

Education

Bachelor's degree in Business Administration or related field

Diploma in Office Management or related field

Tools

MS Office

Job description

About the Role:

We are seeking a professional, highly organized, and discreet Administrative Assistant to provide comprehensive administrative and secretarial support to senior management and department managers.

The ideal candidate will have strong experience in coordinating management schedules, organizing meetings, preparing minutes, managing official correspondence, and following up on assigned actions. The role requires excellent judgment, professionalism, and the ability to handle confidential and sensitive information with the highest level of discretion.

Key Responsibilities:

• Provide comprehensive administrative and secretarial support to senior management and department managers.
• Coordinate management calendars, appointments, meetings, schedules, and daily priorities.
• Organize internal and external meetings, including invitations, agendas, required documents, and logistical arrangements.
• Attend meetings and prepare clear, accurate, and professional Minutes of Meeting (MoM).
• Circulate approved meeting minutes and follow up with the concerned parties on assigned actions and deadlines.
• Maintain action trackers and provide management with regular updates on pending matters.
• Coordinate between senior management, department managers, employees, and external parties.
• Draft, review, format, and distribute official correspondence, letters, memos, reports, and presentations.
• Manage incoming and outgoing correspondence and ensure appropriate and timely follow-up.
• Prepare and organize documents required for management review, approval, and signature.
• Manage sensitive and confidential information relating to management, employees, and company affairs.
• Maintain secure and well-organized administrative, corporate, and confidential records.
• Screen and professionally manage telephone calls, visitors, meeting requests, and business inquiries.
• Assist managers in coordinating departmental requirements, appointments, documentation, and follow-up matters.
• Liaise with internal departments to ensure management instructions and administrative requirements are completed on time.
• Assist in preparing reports, summaries, presentations, and management updates.
• Coordinate travel arrangements, itineraries, appointments, and business meeting requirements when needed.
• Maintain accurate records of important documents, deadlines, renewals, and expiry dates.
• Assist with company documentation and follow up on basic government transactions when required.
• Perform other related administrative duties as assigned by management.

Requirements:

• Bachelor’s degree or diploma in Business Administration, Office Management, or a related field.
• 2–4 years of relevant administrative or secretarial experience in the UAE.
• Previous experience supporting senior management and department managers.
• Proven experience in meeting coordination, preparation of Minutes of Meeting, official correspondence, and administrative reporting.
• Demonstrated ability to handle confidential and sensitive information with discretion and sound judgment.
• Fluent in Arabic, with strong professional proficiency in English, both written and spoken.
• Good understanding of UAE administrative procedures and basic government transactions.
• Excellent written and verbal communication skills.
• Strong organizational, coordination, and follow‑up abilities.
• Ability to manage multiple priorities and respond professionally to changing management requirements.
• High level of accuracy, integrity, confidentiality, and attention to detail.
• Professional appearance and excellent business etiquette.
• Currently residing in the UAE and available to work in Dubai.