Office Administrator - Netherlands

EMIRATES GLOBAL ALUMINIUM (EGA); United Arab Emirates; On-site; AED 120,000 - 180,000; Full time

Job summary

EGA Europe B V is seeking an Office Operations Administrator in the UAE to oversee facilities, procurement, onboarding, and office services ensuring smooth daily operations. You will manage relationships with suppliers and service providers, support budget tracking and DOA governance alignment.

Key duties include governance material preparation, calendar and travel management for the CEO, document control, and efficient correspondence.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Office Management, Management, Administration, Human Resources, or a related discipline.
• Proficient in Microsoft Office applications, including Excel, Word and PowerPoint.
• Strong communication, interpersonal and stakeholder management skills.
• Quick learner with strong attention to detail and adaptability.
• Ability to work effectively under pressure and meet tight deadlines.
• Strong organisational and multitasking skills.
• Comfortable working with data and digital business applications.
• Fluent in Dutch and English.
• Minimum Experience4+ years of administrative support and office management experience with a similar multinational / reputable organization and in a culturally diversified environment

Responsibilities

• Oversee the smooth operation of the EGA Europe B V office ensuring all facilities services and administrative functions are effectively managed.
• Manage office supplies equipment maintenance contracts service providers and office-related procurement activities.
• Coordinate governance materials, records, and action items; monitor progress and escalate issues.
• Identify opportunities to improve administrative workflows, office processes and service delivery.
• Coordinate internal and external meetings, workshops, leadership visits, customer engagements and corporate events for the EGA Europe B V CEO.
• Draft, review, proofread and format professional correspondence, reports, presentations, meeting minutes and official documentation for EGA Europe B V CEO.
• Manage complex executive calendars, travel arrangements, visas and expense administration for the CEO.
• Ensure compliance with safety, quality, environmental governance and information management requirements.
• Support business continuity and administrative risk management activities within the office.
• Performs other related duties or assignments as directed.
• Works independently within clearly defined policies and objectives; keeps senior management updated and suggests improvements.

Skills

Microsoft Office proficiency

Stakeholder management

Attention to detail

Adaptability

Pressure management

Organisational skills

Dutch language

English language

Education

Diploma or Bachelor's degree in Business Administration / Office Management / related

Job description

Office Operations Administration

Oversee the smooth operation of the EGA Europe B V office ensuring all facilities services and administrative functions are effectively managed Manage office supplies equipment maintenance contracts service providers and office-related procurement activities Manage relationships with landlord vendors and service providers to ensure effective office operations and timely delivery of services Ensure timely processing of office-related expenses invoices rent payments and service contracts Support new employee onboarding and workplace readiness activities in coordination with relevant corporate functions

Governance Reporting Action Tracking

Coordinate the preparation consolidation and distribution of management board shareholder and corporate governance materials Maintain and distribute records of decisions meeting outcomes resolutions and action items arising from governance and management forums Monitor action item progress and ensure timely follow-up with accountable stakeholders Escalate overdue actions risks and governance issues to senior management as appropriate Ensure all documentation approvals and records comply with Delegation of Authority DOA governance requirements and internal controls

Continuous Improvement Cost Management

Identify opportunities to improve administrative workflows office processes and service delivery Recommend and implement efficiency improvements digital tools and administrative best practices Monitor administrative budgets and expenditures and identify cost optimisation opportunities Support annual planning budgeting and forecasting activities related to office operations

Meetings Stakeholder Coordination

Coordinate internal and external meetings workshops leadership visits customer engagements and corporate events for the EGA Europe B V CEO Organize meeting logistics venues catering materials technology requirements and attendance management Facilitate communication and coordination among stakeholders across EGA entities external partners vendors and service providers

Correspondence Information Management

Draft review proofread and format professional correspondence reports presentations meeting minutes and official documentation for EGA Europe B V CEO Support the preparation and review of contracts forms applications and other administrative documentation for EGA Europe B V CEO Maintain accurate office records databases logs personnel files and information repositories Maintain document control systems records management processes and confidential filing structures Ensure accurate retention storage retrieval and archival of corporate documents in accordance with company policies and legal requirements

Executive Support Calendar Management

Manage complex executive calendars appointments meetings international travel arrangements visas accommodation and expense administration for EGA Europe B V CEO Coordinate domestic and international business travel including logistics itineraries approvals and reimbursement processes for EGA Europe B V CEO Prioritize and coordinate competing demands on executive time and proactively resolve scheduling conflicts for EGA Europe B V CEO Act as a key point of contact between executives and internal external stakeholders ensuring effective communication and follow-up

Safety Quality Environment

Ensure compliance with all applicable safety quality environmental governance and information management requirements nbsp Promote a strong safety culture and actively support HSE initiatives within the office and project environment nbsp Coordinate with relevant departments to ensure facility maintenance office repairs and workplace activities are conducted safely and nbsp in accordance with nbsp company standards nbsp

Business Support

Support business continuity and administrative risk management activities within the office

Related Assignments

Performs other related duties or assignments as directed

Authority and Decision Making

Works independently within clearly defined policies and objectivesKeeps manager MD EGA Europe B V and CFO EGA Europe B V updated and recommends improvements as requiredEstablishes work plan determines the priorities in consultation with manager and works out the data processes needed to achieve objectives

Qualifications and Skills

• Diploma or Bachelor's degree in Business Administration, Office Management, Management, Administration, Human Resources, or a related discipline


• Proficient in Microsoft Office applications, including Excel, Word and PowerPoint


• Strong communication, interpersonal and stakeholder management skills


• Quick learner with strong attention to detail and adaptability


• Ability to work effectively under pressure and meet tight deadlines


• Strong organisational and multitasking skills


• Comfortable working with data and digital business applications


• Fluent in Dutch and English


• Minimum Experience4+ years of administrative support and office management experience with a similar multinational / reputable organization and in a culturally diversified environment