Executive Assistant

BGN; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading company in Dubai seeks a highly organized Office Manager/Executive Assistant to manage daily operations and provide support to various departments including Finance, HR, and Operations. The ideal candidate will be proactive, efficient, and possess strong multitasking abilities, ensuring the smooth functioning of the office environment.

Qualifications

• Proven experience as an Office Manager or Executive Assistant.
• Fluent in English.
• Familiarity with basic accounting practices and budget tracking.

Responsibilities

• Oversee daily administrative operations and ensure the office runs smoothly.
• Assist HR with hiring logistics and documentation.
• Provide monthly accounting support including monitoring regular payments.

Skills

Organizational skills

Time management

Communication

Discretion

Multitasking

Proficiency in Microsoft Office Suite

Education

Bachelor’s degree in Business Administration or a related field

Job description

Location: DIFC – Dubai

Job Summary:

We are seeking a highly organized and detail-oriented Office Manager/ Executive Assistant to manage daily administrative operations, ensure smooth office functioning, and support various departments including Finance, HR, and Operations. The ideal candidate will be proactive, efficient, and capable of handling multiple responsibilities with professionalism and discretion.

Key Responsibilities:

• Oversee daily administrative operations and ensure the office runs smoothly.
• Manage office supplies, equipment, and inventory; place orders when necessary.
• Handle incoming calls, emails, and other communications; direct queries appropriately.
• Organize and schedule meetings, appointments, and events.
• Maintain and update office records, files, and databases both electronically and physically.
• Support onboarding of new employees with necessary documentation and office setup.
• Assist the HR team with hiring logistics and documentation.
• Provide monthly accounting support including monitoring regular payments of staff and coordinating with external service providers.
• Manage accounting records related to office expenses, petty cash, and vendor payments.
• Track and report location-based spending, ensuring alignment with allocated budgets.
• Prepare and submit expense reports, reconcile invoices, and liaise with the Finance team on payments.
• Liaise with external vendors and service providers (cleaning, maintenance, IT support, etc.).
• Assist with travel arrangements and expense reporting for staff.
• Ensure compliance with company policies and office procedures.
• Provide administrative support to departments including HR, Finance, and Operations as needed.

Qualifications and Skills:

• Proven experience as an Office Manager , Executive Assistant or relevant role.
• Excellent organizational and time management skills.
• Fluent in English.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with basic accounting practices and budget tracking.
• Ability to multitask and prioritize tasks effectively.
• High level of discretion when handling confidential information.
• Positive attitude and professional appearance.

Preferred Qualifications:

• Bachelor’s degree in Business Administration or a related field.
• Experience in [industry, e.g., legal, healthcare, finance] is an asset.