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Uae Job Alert; Dubai; On-site; AED 167,000 - 234,000; Full time

Job summary

Uae Job Alert is seeking an Executive Assistant (UAEN Talent) in Dubai, providing comprehensive administrative support to management and staff. The role entails managing schedules, drafting documents, organizing meetings, and maintaining records to ensure smooth daily operations.

As a Secretary Level 3/Management Assistant, you will handle higher-level coordination, prepare information for management decisions, and contribute to improving office efficiency, while maintaining confidentiality and

Qualifications

• High School Completion or equivalent qualification.
• 4+ years of administrative support or secretarial experience.
• 2 years in an experienced administrative support role or Secretary Level 2 is advantageous.

Responsibilities

• Prepare and format letters, memoranda, reports, meeting minutes, charts, forms and spreadsheets.
• Receive, review and distribute correspondence to team members.
• Schedule meetings, coordinate travel, and maintain confidentiality.

Skills

Office administration

Time management

Communication

Confidentiality

Education

High School diploma

Tools

MS Office

Job description

Job Purpose

The Executive Assistant (UAEN Talent) provides professional administrative and secretarial support to management and professional staff. The role is responsible for coordinating office activities, managing schedules, preparing correspondence and reports, organizing meetings, maintaining records, and supporting the smooth day-to-day operation of the department.

As an advanced Secretary Level 3 / Management Assistant, the position involves increased responsibility for interpreting office procedures, coordinating with employees and senior management, preparing information for management decisions, and supporting improvements in office efficiency.

Key Responsibilities

Correspondence and Documentation

• Prepare and format letters, memoranda, reports, meeting minutes, charts, forms, spreadsheets, and other business documents.
• Receive, review, organize, and distribute incoming correspondence and documents to the appropriate team members.
• Screen routine correspondence and handle matters that can be resolved independently, while forwarding other matters to the relevant manager or team member.
• Assist with the preparation of budgets, financial reports, timekeeping records, and personnel documentation.
• Help develop and update administrative forms, office procedures, document formats, and correspondence standards.
• Review applications, contracts, petitions, and other documents to ensure that required information and prescribed requirements are completed.

Visitors, Calls and Appointments

• Receive and screen visitors and telephone calls professionally.
• Take accurate messages and provide appropriate information to employees, visitors, and callers.
• Schedule appointments and coordinate activities while maintaining confidentiality and professionalism.
• Apply relevant office policies and procedures when handling administrative enquiries.

Meetings and Travel Coordination

• Manage calendars and schedule meetings, conferences, presentations, and other business appointments.
• Coordinate meeting arrangements and notify participants of schedules and required information.
• Prepare and organize documents, presentations, reports, and other materials required for meetings.
• Arrange business travel, including transportation and accommodation, when required.
• Record meeting minutes and distribute them to relevant participants.

Proofreading and Editing

• Proofread letters, reports, presentations, minutes, and other documents for grammar, spelling, formatting, accuracy, and completeness.
• Edit administrative documents to ensure professional presentation and consistency.

Records Management and Archiving

• Establish and maintain organized office files, records, logs, indexes, and document control systems.
• Enter, retrieve, update, verify, and maintain information in electronic databases and files.
• Search and review relevant information from internal files, documents, publications, and other sources.
• Prepare summaries and supporting information for management and professional staff.

Office Supplies and Administrative Support

• Monitor office supplies, equipment, and administrative requirements.
• Order office supplies, equipment, maintenance services, and other resources through approved company procedures.
• Monitor inventory levels to ensure that required supplies are available when needed.
• Support the effective day-to-day operation of the office.

Coordination and Work Allocation

• Act as a liaison between management and office support employees.
• Communicate work instructions, coordinate administrative activities, and follow up on assigned tasks.
• Support the coordination and distribution of administrative work within the team.
• Maintain effective communication between management, employees, and relevant departments.

Operational Efficiency

• Review office processes and administrative services to identify opportunities for improving efficiency and reducing unnecessary costs.
• Provide recommendations for improving administrative procedures and office operations.
• Assist with recommendations regarding office equipment, systems, and resources.

Safety, Quality and Environment

• Follow all applicable company policies, safety procedures, quality standards, and environmental requirements.
• Maintain a safe, professional, and well-organized working environment.
• Comply with established administrative and operational controls.

Additional Responsibilities

• Perform other administrative, secretarial, coordination, and management support duties as assigned by the supervisor or management.

Qualifications

• High School Completion or equivalent qualification.

Required Experience

• Minimum 4 years of administrative support or secretarial experience.
• At least 2 years of experience in an experienced administrative support role, or equivalent experience at Secretary Level 2.
• Experience supporting managers or professional teams in a structured corporate environment is advantageous.

Required Skills

• Good knowledge of office administration practices and procedures.
• Proficiency in common computer applications and office software.
• Strong written and verbal English communication skills.
• Good knowledge of English grammar, spelling, and business writing.
• Ability to prepare and format professional letters, reports, meeting minutes, charts, and spreadsheets.
• Strong organizational and time-management skills.
• Ability to manage multiple tasks, schedules, documents, and deadlines.
• Good communication and interpersonal skills.
• Ability to maintain confidentiality when handling sensitive business and personnel information.
• Strong attention to detail and accuracy.
• Ability to work effectively with management, employees, and different departments.

Job Location

Dubai, United Arab Emirates (UAE)

Job Category

Executive Assistant | Administrative Jobs | Secretarial Jobs | Management Support Jobs