Job Description

Roles & Responsibilities

1. Administration & Executive Support

• Calendar Management: Coordinate executive schedules and international meetings across time zones.
• Information Flow: Filter, manage, and process correspondence and data promptly.
• Meeting Support: Attend strategic meetings, record accurate minutes, and distribute action items.
• Documentation Support: Draft presentation slides, memos, meeting notes, and official announcements.
• Travel Coordination: Arrange comprehensive global travel logistics including flights, lodging, visas, and transport.
• Guest Relations: Welcome a diverse range of corporate visitors with a professional demeanor.
• Compliance & Licensing: Track and renew corporate tenancy contracts, trade licenses, insurances, and registrations.
• Legal Records: Securely organize legal documents including Memorandums of Understanding (MOUs) and board resolutions.
• Facility & Safety: Oversee workplace security, manage maintenance repairs, and ensure adherence to UAE government regulations.

2. Human Resources (HR) Management

• Talent Acquisition: Manage the end-to-end recruitment, selection, and onboarding process.
• Employee Lifecycle Documentation: Issue offers, appointment letters, promotions, and warning notices.
• Visa Processing: Coordinate applications, renewals, and cancellations via DMCC and Dubai Trade portals.
• Payroll & Attendance: Track attendance data to systematically calculate and release timely employee salaries.
• Policy Enforcement: Implement organization-wide policies and design new procedural systems for continuous improvement.
• Offboarding: Complete accurate end-of-service settlements for exiting staff.
• File Retention: Maintain highly confidential, organized, and up-to-date employee records.

3. Accounts & Financial Operations

• Bookkeeping: Maintain accurate financial books of accounts and track bank balances.
• Cash Management: Supervise petty cash flows, company credit cards, and related financial records.
• Accounts Payable: Verify supplier invoices and execute local and international online bank transfers.
• Accounts Receivable: Prepare statements of accounts and proactively follow up on client payments.
• Expense Claims: Validate and process employee reimbursement requests according to entitlements.
• Procurement: Source vendor rates to secure the most cost-effective terms for corporate purchases.
• Banking & Audits: Coordinate trade finance transactions and pull data to resolve auditor queries.

4. Supply Chain & Logistics Support

·         Order Monitoring: Track and monitor outgoing orders and dispatch pipelines to guarantee seamless order fulfillment.

·         Technical Issue Management: Verify and process technical feedback, alarm notes, product issues, and development updates.

·         Regional Compliance: Drive product vendor and government listing processes across the Middle East and CIS territories.

·         Shipment Documentation: Partner with the Logistics Head to accurately process critical shipping documents, orders, and dispatches.

·         Banking Logistics: Prepare and process complex banking documentation required for international shipments.

Desired Candidate Profile

Core Experience & Education

• Education: Bachelor’s degree in Business Administration, Management, or a related field.
• Experience: 2 to 5 years of proven experience in office administration, operations management, or executive support.
• Local Knowledge: For roles in the UAE, prior experience handling local vendor management, freezone or mainland labor regulations, and corporate compliance is highly valued. [1, 2, 3, 4, 5]

Essential Technical Skills

• Software Proficiency: Advanced knowledge of Microsoft Office 365 (Word, Excel, PowerPoint) and Google Workspace.
• ERP & CRM Tools: Familiarity with systems like SAP, Oracle, Zoho, or Salesforce to track inventory, workflows, or client data.
• Data Management: Ability to generate, analyze, and present operational reports and dashboards.
• Financial Basics: Experience with basic bookkeeping, petty cash management, and processing invoices. [1, 2, 3, 4, 5]

Key Soft Skills & Attributes

• Multitasking & Prioritisation: Ability to manage multiple moving parts, from scheduling meetings to resolving facilities issues, without dropping the ball. [1, 2]
• Problem-Solving: A proactive mindset to resolve daily operational bottlenecks independently. [1]
• Communication: Strong verbal and written communication skills to liaise with internal departments, external vendors, and high-level executives. [1, 2, 3, 4, 5]
• Discretion: High level of integrity and confidentiality when handling sensitive corporate data or HR documentation. [1, 2, 3]

Core Responsibilities to Screen For

• Managing day-to-day office operations, logistics, and facilities maintenance.
• Coordinating travel arrangements, visa processing, and corporate calendar schedules.
• Streamlining internal workflows and updating operational policy documentation.