Office Assistant – Fixed Term (April to August 2025)

The opportunity

We are looking for a talented and experienced Office Assistant to join the Office Services team in our Dubai office for a fixed term from April to August 2025.

The roleholder will be responsible for supporting both our Dubai and Abu Dhabi offices.

The firm

Bird & Bird opens a world of possible for lawyers and professionals everywhere. Working for a leading international law firm like Bird & Bird means working alongside people who are truly collegiate in the way they work with everyone. We work as one global team, with over 70% of work involving people from across the firm. And that’s only increasing! It is this common purpose and shared approach that make it a more productive and collaborative place to work.

Your firm. Your future.

The team

You will be joining our Office Services team in the UAE, working collaboratively with various teams across both offices.

Our 32 international offices have their own professionals providing local expertise and support. Collaborative across the network, the team is focused on driving efficiency, adding value, and profitable growth.

What you'll do

The main duties and responsibilities for the role are as follows:

• Adhere to Office Services related policies and procedures to support the day-to-day efficient functioning of the UAE offices, which include general office administration and reception management in the absence of Office Administrator.
• Ensure day-to-day cleaning and periodic deep cleaning are as per the standards and requirements of the firm. This includes daily emptying and cleaning of waste bins, office and pantry cleaning and sanitisation.
• Conduct monthly deep cleaning and sanitisation of the Abu Dhabi office, including the pantry area.
• Manage meeting room upkeep based on bookings, ensuring proper setup and arrangements as per meeting requirements, in addition to cleaning and restocking of stationery and refreshments after each use.
• Escort clients and visitors to meeting rooms or waiting area and arrange refreshments, taking into consideration any dietary requirements.
• Provide printing, scanning and binding support to the office as and when required.
• Oversee office maintenance and any periodic servicing by third-party service providers for office cleaning and maintenance in coordination with the Office Administrator and as directed by the Business Operations Manager.
• Manage the application process for visitor and loading bay permits for contractors and suppliers as needed.
• Liaise with the Business Operations Manager on immediate and emergency maintenance issues, ensuring any problems are dealt with in a timely manner.
• Support the Business Operations Manager in office refurbishments projects, expansions and relocations.
• Ensure day-to-day and periodic health and safety procedures are followed based on training obtained and manage, report and follow protocol for health and safety incidents as one of the appointed first aiders and fire wardens.
• Communicate efficiently through office phone lines and emails as per the desired Office Services standard.
• Periodically meet with the Business Operations Manager to report on Office Services and facilities matters and office or health and safety accidents.
• Oversee office transportation, including managing the driver's daily schedule, coordinating taxi bookings, arranging airport transfers and handling third-party vehicle arrangements as needed in the absence of Office Administrator.
• Support the Business Operations Manager in planning and executing internal office events such as general social gatherings, strategy days, Christmas and Ramadan events.
• Support the MBD and HR Departments in internal and external events.
• Assist Legal PAs and MBD Department in saving contact details in Introhive.
• Manage meeting room and desk bookings for new joiners, external visitors and Abu Dhabi employees in coordination with Office Administrator.
• Maintain an up-to-date inventory of office supplies, including stationery and pantry items for both offices, ensuring timely restocking as needed.
• Manage courier bookings and timely distribution of incoming documents and packages.
• Maintain a detailed log of all documents sent and received via courier, including dates, recipient/sender details and tracking information.
• Manage other aspects of the Office Services function as required by the business from time to time.

About you

The successful candidate will have the following:

• Previous experience in an Office Assistant role, preferably within a professional services environment.
• A ‘can do’ attitude, approachability, willingness to learn and expand knowledge and skills within the role, and flexibility as to hours and with the role itself.
• Ability to build and maintain constructive relationships with individuals at different levels of seniority and from different cultures.
• Excellent interpersonal skills.
• Ability to maintain patience and objectivity when faced with complex systems and infrastructure both within the office and externally.
• Proficient in Word, Excel, Outlook, PowerPoint and knowledge of Document Management Systems.
• Excellent phone manner coupled with an ability to communicate clearly and listen effectively.
• Proven ability to work effectively as a team player.
• Ability to stay calm in often demanding situations and work well under pressure.

The main responsibilities of this role are outlined above; however, this description is not exhaustive, and the job holder may be required to undertake additional duties from time to time to ensure the smooth running of the department. The role may require some working outside our normal working hours of 7:45 am- 5:30 pm.