Administrative Assistant- Dubai

Howe Robinson Partners Pte Ltd.; Dubai; On-site; AED 56,000 - 89,000; Full time

Job summary

Howe Robinson Partners Pte Ltd. is seeking an Administrative Assistant in Dubai to keep the office running smoothly by managing records, facilities and day-to-day processes.

The role covers travel coordination, onboarding, renewals, vendor management and general admin support across departments. Fluency in English, strong organisation and at least a diploma or degree in Business Administration are required. UAE experience is preferred.

Qualifications

• Diploma or degree in Business Administration or a related field.
• Experience in an administrative or office support role, preferably in the UAE.
• Proficient in MS Office (Outlook, Excel, Word) and able to learn new software.
• Excellent written and spoken English; professional telephone and email manner.
• Strong organisation and follow-through, with attention to deadlines

Responsibilities

• Maintain employee records and company documents in the company drive and physical files; share attendance records with HR and Directors.
• Manage business travel end to end (flights, hotels, transport, visas, travel agents); arrange meeting reservations and venues.
• Coordinate onboarding with HR and IT for new joiners (access cards, business cards, security credentials, visas); handle family visas including GDRFA visits, attestation and renewals.
• Track and complete renewals on time: employee parking, AOFC, P.O. Box, Trade License, Operational Permit, DMCC employee access, and office lease/Ejari when due.
• Order pantry, water, stationery and supplies weekly; schedule AC servicing, cleaning, repairs, furniture, plants and printing; manage vendors; ensure health and safety standards.
• Prepare and submit employee claims, record office, travel and entertainment expenses, and report monthly utility bills; manage petty cash.
• Support meeting rooms, video conferencing, laptops, phones and Avaya desk phones; maintain IT inventory; coordinate IT procurement and maintenance with vendors and the IT team.
• Plan and coordinate office events and corporate gifts for occasions; assist with client gifts for events such as Diwali and Christmas.
• Support all departments with daily tasks, invoices and document handling; keep the office organised.
• Ensure office supplies and environment comply with health and safety standards.

Skills

Discretion

Multitasking

Communication

Time management

Education

Diploma or degree in Business Administration

Tools

MS Office

Job description

Job Title: Administrative Assistant- Dubai

09:00 AM to 06:00 PM (Mon to Fri) Full time/ Part time

ROLE PURPOSE

To keep the office running smoothly by managing people, information, facilities and day-to-day administrative processes, ensuring records are accurate, compliance deadlines are met, and colleagues across all departments receive prompt, reliable support.

KEY RESPONSIBILITIES

• Records & Documents: Maintain employee records and company documents in the company drive and physical files; keep attendance records and share with HR and Directors.
• Travel & Meetings: Manage business travel end to end (flights, hotels, transport, visas, travel agents); arrange meeting reservations and venues; support the staff with international visa documentation.
• Onboarding & Visas: Coordinate with HR and IT for new joiners (access cards, business cards, security credentials, visas); handle employee family visas including GDRFA visits, attestation and renewals.
• Renewals & Permits: Track and complete renewals on time: employee parking, AOFC, P.O. Box, Trade License, Operational Permit, DMCC employee access, and office lease/Ejari when due.
• Office Facilities: Order pantry, water, stationery and supplies weekly; schedule AC servicing, cleaning, repairs, furniture, plants and printing; manage vendors; ensure health and safety standards.
• Finance Support: Prepare and submit employee claims (including via the claims software); record office, travel and entertainment expenses for Accounts; report monthly utility bills; manage petty cash.
• IT Coordination: Support meeting rooms, video conferencing, laptops, phones and Avaya desk phones; maintain IT inventory; coordinate IT procurement and maintenance with vendors and the IT team.
• Events & Gifts: Plan and coordinate office events and corporate parties (logistics, vendors, guest lists, invites); assist with client gifts for occasions such as Diwali and Christmas.
• General Admin: Support all departments with daily tasks, invoices and document handling, and keep the office organised.
• Health & Safety Compliance: Ensure office supplies and environment comply with health and safety standards.

KEY COMPETENCIES

• Reliability and discretion with confidential information
• Prioritisation and multitasking
• Clear communication with colleagues, vendors and government bodies
• Proactive, solution-focused approach
• Teamwork across offices (Mainly with – Dubai & India)

QUALIFICATIONS & EXPERIENCE

• Diploma or degree in Business Administration or a related field.
• Experience in an administrative or office support role, preferably in the UAE.
• Proficient in MS Office (Outlook, Excel, Word) and comfortable learning new software.
• Excellent written and spoken English; professional telephone and email manner.
• Strong organisation and follow-through, with attention to deadlines