Administrative Assistant, Special Projects

KERZNER INTERNATIONAL LIMITED; Dubai; On-site; AED 180,000 - 300,000; Full time

Job summary

Kerzner International Limited is seeking a highly organized Executive Assistant to support the VP Special Projects. The role involves coordinating calendars, organizing meetings, and managing communications with internal teams, consultants, agencies, and suppliers.

You will arrange travel, visas, reimbursements, and ensure timely, well-prepared materials for daily and weekly meetings, while maintaining confidentiality and precise records across multiple projects.

Qualifications

• University degree required.
• Excellent command of English (spoken and written).
• Superior administrative and organizational skills.

Responsibilities

• Provide day-to-day administrative support to the VP Special Projects.
• Manage complex calendar and coordinate meetings with internal and external stakeholders.
• Handle email communications and prepare meeting materials and action points.
• Coordinate travel, visas, and reimbursements for executives; arrange permits and site access.
• Maintain filing systems and up-to-date contact lists; liaise with IT and other departments.

Skills

Calendar management

Executive support

Attention to detail

Time management

Discretion/confidentiality

Education

University degree

Tools

MS Office Suite

Job description

About The Role

Primarily responsible for organizing the office of the VP Special Projects by providing high-level administrative support and co-ordination of all related concerns within the Business

Key Duties and Responsibilities

Provides day-to-day administration supportResponsible for calendar management requiring interaction with both internal and external executives and assistants as well as consultants agencies and suppliers to coordinate a variety of complex executive meetingsCommunicate and handle incoming and outgoing electronic communicationsTo assist in organizing email correspondence by keeping track of incoming messages and ensuring that urgent information action points are either passed on to relevant people or handled personally by the VP Special projectsTo liaise between the team and other operational or relevant departmentTo organize meetings conference calls presentations on behalf of the VP Special Projects which may involve internal or external customersTo ensure meeting materials reports and correspondence are prepared and presented prior to each daily weekly bi-weekly team meetings conference callTo keep a task list for follow up for the VP Special ProjectsPreparing meeting notes and action plan lists based on meetings conducted as maybe required from time to timeArrange travel schedule reservations visa requirements etc Organize reimbursement forms entertainment forms comp forms room upgrade forms etcTo prepare Travel arrival requirements agenda meetings and other related items for Kerzner executives arriving from offices abroadCoordinate with IT personnel to ensure that PC Laptop Telephone and other IT equipment are well maintained and smoothly running at all timeTo maintain an up-to-date contacts listMaintain an up-to-date Personnel Filing System for the departmentPrioritize and manage multiple projects simultaneously and follow through on issues in a timely mannerRaising purchase orders payment submissions to finance Capex tracking and reallocations office administration contractor and consultant support like arranging permits and site access Ensure that all reports are done in a timely fashion by department and submittedObtain approvals for various requisitions that come through for approval comp forms travel requests POs etc

University degree3+ years relevant experienceAbility to maintain high level of confidentialityGood command of spoken and written EnglishSuperior Administration/organizational skills and Time ManagementMeticulous attention to detailsComputer skills