Administrative Executive

Confidential Company; Dubai; On-site; AED 67,000 - 100,000; Full time

Job summary

Confidential Company in Dubai seeks an organized Office Administrator to provide end-to-end administrative support to the reporting manager, arranging travel, flights, accommodation, and transport as required.

You will handle emails, calls, and mail, act as a liaison between departments and external parties, maintain filing systems, and assist with visa processing, contracts, and PR duties. UAE experience is essential.

Qualifications

• Excellent organizational, time-management, and multitasking abilities.
• Strong written and verbal communication skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• High level of professionalism, discretion, confidence and attention to detail.
• UAE Experience is a must.

Responsibilities

• Provide end-to-end administrative support to the reporting manager.
• Arrange comprehensive travel itineraries, flight, accommodation, and ground transportation.
• Handle incoming/outgoing emails, calls, and mail; liaison between departments and external parties.
• Prepare reports and maintain accurate filing systems (physical and digital).
• Provide visa processing, contracts, and PR-related duties as requested.
• Escalate emergencies or safety concerns and coordinate with relevant teams.

Skills

Organizational skills

Written & verbal communication

MS Office proficiency

Professionalism & discretion

UAE experience

Tools

MS Office Suite

Job description

• Provide end to end strong administrative support and perform other administrative duties as requested by reporting manager.
• Arrange comprehensive travel itineraries, flight, accommodation, and, at times, ground transportation.
• Handle incoming/outgoing emails, calls, and mail.
• Act as a liaison between departments and external parties.
• Prepare reports and documents, maintain accurate physical and digital filing systems.
• Provide end to end visa process, contracts, agreements, perform other PR related duties as and when requested.
• Assess issues, collect necessary details/photos, report them promptly, and coordinate follow-up as instructed.
• Act as the first point of contact for employees, vendors, and other stakeholders regarding maintenance, operational, and workplace-related concerns.
• Meet the concerned person at the location of the reported issue to understand the problem, assess the situation, and collect the necessary details and photographs.
• Accurately record reported concerns, including location, description, date, time, photographs, and contact details of the person reporting the issue.
• Promptly inform the Reporting Manager of urgent, significant, or sensitive concerns and provide clear and factual updates.
• Coordinate with service providers, housekeeping personnel, security staff, maintenance teams, and other relevant parties as instructed.
• Monitor the progress of reported issues and provide regular updates to the Reporting Manager and the concerned employee until resolution.
• Assist with preventive maintenance scheduling, work permit submissions, facility-related documentation, and general administrative activities.
• Immediately escalate emergencies, safety concerns, property damage, or any situation requiring management attention.

Desired Candidate Profile

• Excellent organizational, time-management, and multitasking abilities.
• Strong written and verbal communication skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• High level of professionalism, discretion, confidence and attention to detail.
• UAE Experience is a must.