Assistant to the Operations Manager (Administrative Assistant)

Confidential Company; Dubai; On-site; AED 134,000 - 201,000; Full time

Job summary

Confidential Company in Dubai seeks an organized administrator to prepare client document packs for company registrations and residency visas, and to lodge routine applications across UAE government and free-zone portals. You will coordinate medicals and Emirates ID processes, manage document control, and support bank account openings.

Proficiency in Russian and English is essential, along with strong CRM and Google Workspace skills.

Qualifications

• Minimum 3 years in an administrative, personal-assistant or operations-support role in UAE
• Russian and English at professional working level, both spoken and written
• Hands-on experience with UAE government or free-zone portals
• Excellent document discipline: naming, version control, expiry tracking and evidence capture

Responsibilities

• Prepare and check client document packs for company registration and residency visa files
• Prepare and lodge routine applications in government and free-zone portals
• Draft corporate documents and proposals from templates
• Coordinate medical tests, biometrics, Emirates ID, translation, notarisation and attestation
• Support corporate bank account opening: assemble docs and schedule meetings
• Attend meetings with clients and bankers; log follow-ups with owners and due dates
• Maintain CRM, task system and trackers; chase evidence of submissions
• Maintain license and visa renewal calendar and document archive in Dropbox
• Prepare data for weekly/monthly reports; take minutes and follow actions

Skills

Administrative support

Russian language

CRM & document control

Tools

CRM system

Google Workspace

Dropbox

Job description

• Prepare and check client document packs for company registration and residency visa files — completeness, validity, expiry, legibility.

• Prepare and lodge routine applications and upload documents in government and free-zone portals (DMCC, IFZA, MEYDAN, DIFC, ADGM, RAKEZ, DED, GDRFA / ICP, MoHRE, MoFAIC, DLD).

• Prepare draft corporate documents and commercial proposals from our template library for review by the Senior Consultant.

• Coordinate medical tests, biometrics, Emirates ID issuance, translation, notarisation and attestation; work with our PROs on counter visits and document collection.

• Support corporate bank account opening: assemble the documentation pack, schedule meetings with clients and bankers, and track applications to activation.

• Attend meetings with clients and bankers: prepare the agenda and documents, take minutes, and log every follow-up with an owner and a due date.

• Keep the CRM, the task management system and our trackers accurate and current every single day; chase evidence of every submission — receipt, screenshot or reference number.

• Maintain the licence and visa renewal calendar with 60 / 30 / 15-day reminders, and the document archive in Dropbox.

• Prepare data for weekly and monthly operational reports; take minutes at team meetings and follow action points to closure.

Desired Candidate Profile

• Minimum 3 years of experience in a comparable administrative, personal-assistant or operations-support role. Experience in a corporate services provider, business setup consultancy, law firm or audit firm in the UAE is a strong advantage.

• Russian and English at professional working level, spoken and written. Both are used daily: Russian with clients and colleagues, English for documents, portals and government correspondence.

• Hands-on experience with UAE government or free-zone portals.

• Excellent document discipline: file naming, version control, expiry tracking, and the habit of capturing evidence for everything.

• Confident with a CRM, a task management system, Google Workspace and Dropbox.

• Absolute discretion. You will handle passports, ownership data and financial documents every day.

• Willingness to complete our mandatory annual AML/CFT training and to sign a confidentiality undertaking.

• Eligible to work in the UAE, or willing to be sponsored on a DMCC employment visa by us.