Office Assistant

Stephenson Harwood LLP; Dubai; On-site; AED 60,000 - 80,000; Full time

Benefits offered by this job

Life insurance

Private health and dental for you and

Flexible benefits including retail-vou

Volunteer day per year

Job summary

Stephenson Harwood LLP is seeking an Office Assistant to provide comprehensive office services and front desk support in our Dubai office. You will work with the workplace and HR teams to coordinate maintenance, manage supplies, and assist with events and day-to-day operations.

The role requires strong communication, a collaborative mindset, and the ability to juggle multiple tasks under time pressure while ensuring a welcoming environment for staff and visitors.

Qualifications

• Sound knowledge of office services operations within professional services.
• Strong verbal and written communication skills.
• Positive, welcoming and collaborative mindset with flexibility.
• Proficient in MS Office and Outlook.
• Experience with AV equipment and video conferencing is a plus.
• Ability to meet deadlines with high attention to detail and teamwork.

Responsibilities

• Coordinate with the workplace team and landlord for building maintenance and repairs.
• Fire warden duties, drills, and attendance records.
• Maintain furnishings, air conditioning and lighting; assist with internal moves.
• Reception duties and greeting guests; front office support.
• Organise and present meeting rooms; liaise with staff and reception.
• Support Secretarial team leader and PAs with ad hoc tasks.
• Procure consumables, manage stock, and liaise with IT for printers and cartridges.
• Stock groceries, coffee, and kitchen supplies; maintain kitchen equipment.
• Procure stationery; general office maintenance and document handling.
• Arrange couriers and manage on-site events support; assist during busy periods.

Skills

Office administration

MS Office

Communication skills

Teamwork

Attention to detail

Tools

Outlook

Video conferencing

Job description

Job Description

We will offer you a place where you can be yourself and where there are no limits on what you can achieve. With us, you can take ownership of your career and have honest conversations throughout. You would join an ambitious firm with a clear strategy for profitable growth where you can gain early responsibility and early involvement in growing the business. Here you can expect a competitive and fair reward as well as recognition based on all round performance. This forms part of our internal promise to you, The Deal, between the firm and its employees.

What we will offer

YOU CAN EXPECT

• A competitive salary and a host of family friendly policies
• Life assurance, private health and dental care for you and your immediate family
• A range of flexible benefits including retail vouchers
• We support the causes you care about, by giving you one day per year off to volunteer with any charity that you are involved with outside of work.
• A wellbeing strategy that focuses on preventative measures to maintain overall health, and tools and support for when our people experience physical or mental difficulties. The strategy focuses on four pillars: physical, emotional, financial and social aspects.
• We aim to create a culture where everyone can be themselves and is valued for their strengths and unique perspectives

Team Structure

As Office Assistant, you will be responsible for providing office services support, working with the workplace team, secretarial teams providing a variety of onsite support across the office. Multi-tasking is essential in this role, it requires the ability to juggle and prioritise even when under time pressure.

Main Responsibilities

• Working with the workplace team to coordinate with the landlord regarding building maintenance, premises checks and repairs.
• Fire warden duties, including leading drill briefings and maintaining attendance lists.
• Assist with maintenance of the furnishings and fittings, aircon and lightings within the office as required, including assisting with internal office moves.
• Reception duties including answering the phone and welcoming guests on priority.
• Organisation and presentation of the firms meeting rooms and liaise with reception, supervisors, and staff, including setting up and rearranging boardrooms as required.
• Supporting the Secretarial team leader and PAs in ad hoc administrative tasks as their team assistant.
• Printers – ordering of cartridges and waste cartridges, papers maintain stock in liaison with IT Engineer
• Purchasing groceries for the office and ensuring cupboards are stocked with essentials.
• Maintenance of coffee machines and stock of milk and coffee beans.
• Maintenance of kitchen equipment, air fryer, fridges, dishwashers including regular cleaning, loading, and unloading of plates and cups.
• Stationeries procurement and stock management
• Office general maintenance.
• Bundling of documents (including combining PDF document to make e-bibles with pagination) including front sheets & spines.
• Photocopying and Scanning
• Running errands and delivering of documents
• Shredding
• E-filing
• Arranging couriers and keep check tracking dates delivered.
• Audio/visual equipment set up for meetings in front office.
• Administrative and on-site support for client and internal events and external events when necessary.
• To assist and be accountable for all front office duties during senior front office executives absence, during busy periods and day to day as required.
• Car parking - Assisting / maintaining log of car parking rentals for the office.
• Dealing with other ad-hoc office administration support as and when necessary, as instructed by Workplace and HR team and as per the demands of the business.

Attributes/Skills Required

• Sound knowledge of office services operations, ideally within professional services.
• Strong verbal and written communication skills.
• A positive, welcoming, friendly, collaborative, people-oriented mindset, and a flexible approach to your work and a willingness to be stretched.
• Proficient in MS Office and Outlook.
• Effective knowledge and use of telephone, conference calls and video conferencing and basic knowledge of AV equipment.
• Ability to work within deadlines with excellent attention to detail requested by your team.
• A willingness to support colleagues and get involved in other duties outside of the scope of your role.

This job description is indicative only and does not represent an exhaustive list of responsibilities. The firm reserves the right to alter or change the responsibilities at any time, in line with the firm’s strategy and business needs.

About the Firm

Stephenson Harwood is an international law firm, and were committed to creating positive partnerships with our clients. We represent listed and private companies, institutions and individuals, building lasting relationships to help them succeed in a complex and ever-changing world.

Our focus is on five core sectors: Energy Transition, Life Sciences and Healthcare, Private Capital and Funds, Technology, and Transportation and Trade.

With more than 1,500 people, including 250+ partners, across eleven offices in Europe, the Middle East and Asia, we combine deep legal capabilities and broad commercial expertise. We have also forged close ties with high quality law firms around the world, blending local knowledge and global savvy for clients in over 100 countries.

We understand the power of diversity in delivering that high calibre advice to our clients. We want to attract diverse talent and we particularly encourage applications from underrepresented demographics.

250 + PARTNERS11 OFFICES45+ LANGUAGES SPOKEN BY OUR PEOPLE

Offices in Al Khobar, Athens, Dubai, Hong Kong, London, Madrid, Paris, Riyadh, Seoul, Shanghai, Singapore and associated office in Guangzhou

Our brand strengths

GO FAR, GO TOGETHER

EXPERTS IN MORE THAN LAW

CAN DO PERSONALITIES

ALWAYS READY

Requirements