Administrative Assistant

Our client is looking for an Administrative Assistant to be based in Dubai, UAE.

The Administrative Assistant plays a vital role in the smooth operation of the office by supporting various administrative tasks and ensuring efficient communication across departments. This position requires strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously. This role is at the center of our organization and is essential to the company functioning.

Key Responsibilities:

1. Admin Related:
1. Answering and directing phone calls, emails, and other correspondence to the appropriate team members.
2. Organizing and scheduling meetings, appointments, and travel arrangements.
3. Preparing reports, memos, invoices, letters, and other documents.
4. Maintaining filing systems, both digital and physical, for easy retrieval and archiving.
5. Assisting with office management tasks, including ordering supplies and managing office equipment.
6. Managing calendars and meeting schedules for the CEO. Support CEO with any of their admin requests or personal requests.
7. Coordinating internal communication and ensuring all necessary information is distributed promptly.
2. HR Related:
1. Supporting the onboarding process for new employees, necessary paperwork and workspace setup.
2. Supporting the offboarding process for employees exiting the company.
3. Working closely with IT for access set up for employees.
4. Working closely with HR to update employee’s documents and help with their immigration.
5. Help set up employee’s insurance.
3. Finance:
1. Handling Petty Cash for the company.
2. Helping with admin related tasks (updating company documents for banks, company insurance policies, etc.).
4. Paralegal:
1. Handle all KYC related documents/certification and liaise with legal counsel on the same.
2. Renewal of Company’s license.
3. Maintaining legal filing system.
4. Support with issuing certificates of inconsistencies, register of directors, register of members, share transfers, and other company documents.

Qualifications:

1. High school diploma or equivalent; additional qualifications as an Administrative Assistant.
2. Proven experience as an administrative assistant or in a related field; 2-3 years of relevant experience is an asset.
3. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other office software.
4. Strong written and verbal communication skills.
5. Ability to multitask, prioritize, and manage time efficiently.
6. Attention to detail and problem-solving skills.
7. Excellent organizational and planning skills.
8. Ability to work both independently and in a team.