Office Administrator

Parisima Talent; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading recruitment agency in Dubai seeks an organized Administrative Support Coordinator with 1–3 years of project coordination experience in the events industry. The role involves handling administrative tasks, supporting event planning, and on-site coordination, requiring excellent communication and multitasking skills. The candidate should be flexible to work evenings and weekends as needed.

Qualifications

• 1–3 years of administrative or project coordination experience, preferably in the events industry.
• Ability to meet tight deadlines.
• Flexibility to work evenings, weekends, and travel when required.

Responsibilities

• Handle day-to-day administrative tasks.
• Support the events team in planning and logistics.
• Assist in set-up, registration, and guest management during events.

Skills

Organizational skills

Communication skills

Multitasking

Problem-solving

Proficiency in Microsoft Office Suite

Education

Diploma or Bachelor’s degree in Business Administration or Events Management

Job description

The ideal candidate will provide essential administrative and operational support to ensure the smooth planning, coordination, and execution of events. The ideal candidate will be highly organized, have excellent communication skills, and thrive in a fast-paced, deadline-driven environment.

Key Responsibilities:

Administrative Support:

• Handle day-to-day administrative tasks including filing, correspondence, scheduling, and documentation.
• Manage calendars, book appointments, and coordinate internal and external meetings.
• Prepare and maintain project-related documentation, contracts, purchase orders, and reports.
• Assist with budget tracking, expense reports, and invoice processing.

Project Coordination:

• Support the events team in planning, logistics, and on-site coordination.
• Assist with supplier and vendor communication, follow-ups, and contract management.
• Maintain event timelines, checklists, and status trackers to ensure deadlines are met.
• Coordinate travel arrangements, accommodation, and other logistics for event staff and guests.

Client & Stakeholder Support:

• Respond to client queries and provide timely updates on project status.
• Support the preparation of client proposals, presentations, and post-event reports.
• Help ensure all branding, signage, and marketing materials are prepared according to requirements.

On-Site Event Support:

• Assist in set-up, registration, guest management, and troubleshooting during events.
• Liaise with vendors, staff, and volunteers to ensure smooth event execution.
• Monitor event schedules to ensure all activities run on time.

Requirements:

• Diploma or Bachelor’s degree in Business Administration, Events Management, or a related field.
• 1–3 years of administrative or project coordination experience (preferably in the events industry).
• Strong organizational and multitasking skills with attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• Ability to work under pressure and meet tight deadlines.
• Flexibility to work evenings, weekends, and travel for events when required.
• Proactive and resourceful approach to problem-solving.
• Strong interpersonal skills and a team-oriented mindset.
• Ability to adapt to changing priorities in a fast-paced environment.
• Commitment to delivering high-quality work.

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