Office Administrator & Executive Assistant

W3Turn; Dubai; On-site; AED 89,000 - 156,000; Full time

Job summary

W3TURN Technologies in Dubai, UAE, is seeking a proactive Office Administrator & Executive Assistant to support the management team and daily operations. This on-site role requires strong organizational skills and comfort with AI-powered tools.

You will coordinate meetings, manage correspondence, prepare documents, and assist with basic financial tasks while maintaining confidentiality and driving efficient workflows.

Qualifications

• Experience in office administration, executive assistance, or similar role.
• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills.
• Comfortable communicating with senior management.
• Proficiency with Microsoft Office and/or Google Workspace.
• Good understanding of AI tools and using ChatGPT in daily work.
• Ability to manage calendars, emails, and digital productivity tools.

Responsibilities

• Manage day-to-day office administration and smooth operations.
• Coordinate meetings, appointments, schedules, and follow-ups.
• Support management with administrative and operational tasks.
• Serve as coordination point between management, staff, suppliers, partners, and service providers.
• Prepare documents, reports, presentations, spreadsheets, and internal communications.
• Utilize AI tools to improve efficiency and workflows.

Skills

Organizational skills

Time-management

Communication skills

Interpersonal skills

AI tool familiarity (ChatGPT)

Independent working

English proficiency

Tools

Microsoft Office

Google Workspace

Job description

Office Administrator & Executive Assistant

Company: W3TURN Technologies

Location: Dubai, UAE - On-site

Employment Type: Full-time

About W3TURN

W3TURN Technologies is a Dubai-based technology company working across AI, digital platforms, and innovative technology solutions.

We are looking for a highly organized, proactive, and tech-savvy Office Administrator & Executive Assistant to support our day-to-day office operations and management team. This role is ideal for someone who is responsible, detail-oriented, comfortable working with AI and modern digital tools, and able to coordinate multiple administrative and operational tasks efficiently.

Key Responsibilities

• Manage day-to-day office administration and ensure smooth office operations.
• Coordinate meetings, appointments, schedules, and internal follow-ups.
• Support the management team with administrative and operational tasks.
• Act as a coordination point between management, employees, suppliers, partners, and external service providers.
• Prepare documents, reports, presentations, spreadsheets, and internal communications.
• Use AI tools such as ChatGPT and other productivity platforms to improve efficiency, research, documentation, communication, and administrative workflows.
• Organize and maintain company files, records, contracts, invoices, and other administrative documents.
• Assist management with basic financial administration when required, including coordinating invoices, payments, expense records, receipts, and communication with accountants or financial service providers.
• Follow up on pending tasks, deadlines, approvals, payments, meetings, and management requests.
• Handle incoming emails, calls, correspondence, and general office communications when required.
• Coordinate office supplies, vendors, maintenance, deliveries, and other operational requirements.
• Assist with travel arrangements, bookings, events, and company meetings when needed.
• Maintain confidentiality when handling company, employee, management, and financial information.
• Help improve internal administrative processes and introduce more efficient digital and AI-powered workflows.
• Perform other administrative and coordination duties required to support the company and management team.
  

Requirements

• Previous experience in office administration, executive assistance, office coordination, or a similar role.
• Strong organizational and time-management skills.
• Excellent communication and interpersonal skills.
• Comfortable communicating directly with senior management.
• Good working knowledge of Microsoft Office and/or Google Workspace.
• Good understanding of AI tools and the ability to use ChatGPT or similar platforms effectively in daily work.
• Comfortable working with spreadsheets, documents, emails, calendars, and digital productivity tools.
• Basic understanding of invoices, expenses, payments, and financial documentation.
• Strong attention to detail and ability to follow up on multiple tasks simultaneously.
• Professional, reliable, proactive, and solution-oriented.
• Ability to work independently and take ownership of assigned responsibilities.
• Good written and spoken English.
  

Preferred Qualifications

• Experience working in a technology, startup, AI, fintech, or fast-paced business environment.
• Experience supporting founders, executives, or senior management.
• Familiarity with automation and AI productivity tools.
• Experience coordinating with accountants, banks, suppliers, or corporate service providers.
• Additional languages are a plus.
  

What We’re Looking For

We are looking for someone who does more than simply complete assigned tasks.

The ideal candidate is someone who can organize, coordinate, follow up, anticipate what needs to be done, use technology intelligently, and help management keep day-to-day operations running smoothly.

This is a full-time, on-site position at W3TURN Technologies.