Admin Assistant jobs in United Arab Emirates

Shamal Holding is a diversified investment firm that cultivates the extraordinary. Born in Dubai, we curate a unique portfolio of investments, experiences, and assets to generate meaningful outcomes. Our investments are strategically chosen and thoughtfully nurtured, reflecting Dubai's ambition, spirit, and energy. As a global investor, asset owner, and developer, we utilize our resources, know-how, and connections to deliver long-term value wherever we operate.

As Shamal Holding continues to grow, we are seeking an Office Manager - Development. In this role, you will provide high-level administrative support and ensure smooth and efficient office operations. This includes managing schedules, coordinating meetings, handling correspondence, preparing reports, and facilitating communication and collaboration across departments.

1. Manage senior leaders' schedules, prioritizing tasks efficiently.
2. Oversee communication flow to and from senior leaders, ensuring timely delegation and follow-ups.
3. Provide summarized briefings, action lists, and progress reports to facilitate decision-making.
4. Track and ensure timely execution of delegated tasks and projects.
5. Perform administrative tasks autonomously with discretion.
6. Approve items on digital platforms on behalf of senior leaders, following guidelines.
7. Document and monitor key meeting action items, ensuring follow-up and updates.
8. Improve office management processes for efficiency and productivity.
9. Conduct research and data analysis for meetings, projects, and reports.
10. Coordinate orientation and immersion for new joiners within the team/department.
11. Maintain confidentiality in all activities.
12. Manage department projects, report on progress, and own department meetings including scheduling, minutes, and actions.
13. Prepare meeting agendas, confirm timings, coordinate attendees, and arrange facilities.
14. Track and file key documents and decisions, establishing a repository.
15. Monitor team/department annual leave proactively.
16. Manage expense tracking and travel arrangements.
17. Coordinate IT assets and access for new joiners.
18. Handle purchase requisitions, purchase orders, and invoice management.
19. Coordinate visitor access and manage office supplies.
20. Perform ad-hoc duties as required.
21. Collaborate with other departments to optimize processes and automate tasks, positively impacting AR balances.
22. Review VAT register, cash payments, and prepare ad hoc reports for stakeholders.
23. Follow up on cheque replacements and recall requests from business units.
24. Support ERP implementation for sales and specific projects.
25. Maintain sales trackers to aid report preparation for management.

Minimum Qualifications & Experience:

• High school diploma; additional qualifications in Office Administration are a plus.
• At least 5 years of experience as an Administrative Officer, Administrator, or similar role.

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