Location: Jabel Ali, Dubai
Job Summary
We are seeking a highly professional, well-presented, and proactive Personal Assistant & Administration Coordinator to support the Administration Manager / Head of Administration. This role requires a confident individual with exceptional communication, organizational, and interpersonal skills who can effectively manage executive support responsibilities while coordinating day-to-day administrative operations.
The successful candidate will serve as a trusted right hand to the Administration Manager, handling schedules, meetings, correspondence, travel arrangements, stakeholder coordination, office administration, and special projects.
The ideal candidate must be polished, resourceful, detail-oriented, and capable of working in a fast-paced environment while maintaining the highest level of professionalism, discretion, and efficiency.
Duties
- Administrative Support
- Provide day-to-day support to the Administration Manager.
- Manage calendars, meetings, correspondence, reports, presentations, and documentation.
- Prepare agendas, record meeting minutes, and follow up on action items.
- Maintain filing systems and confidential records.
- Coordinate with internal and external stakeholders to ensure timely completion of tasks and projects.
- Support special projects and process improvement initiatives.
- Office Administration
- Support daily office operations and maintain office supplies and inventory.
- Coordinate office maintenance, repairs, and service providers.
- Ensure office facilities remain organized, safe, and operational.HR Administration Support
- Assist with recruitment, onboarding, employee records, and HR documentation.
- Support visa processing, attendance, leave management, and payroll-related administration.
- Coordinate employee training and development activities.
- Travel & Event Coordination
- Arrange flights, hotels, visas, transportation, and travel documentation.
- Coordinate internal meetings, company events, exhibitions, and employee engagement activities.
- Vendor & Facilities Coordination
- Liaise with vendors and service providers.
- Obtain quotations, support procurement activities, and maintain vendor relationships.
- Assist with office renovation, relocation, and facilities projects.
- Senior Management Support
- Provide administrative support to senior management as required.
- Prepare reports, presentations, meeting materials, and confidential correspondence.
- Coordinate meetings, travel arrangements, and follow-up actions.
- Qualifications & Experience
- Bachelor's Degree in Business Administration or related field.8+ years of experience in administration, office management, executive support, or a similar role. experience as a Personal Assistant, Executive Assistant, Office Coordinator, or similar role.
- Excellent verbal and written English communication skills.
- Well-groomed, polished, and professional appearance.
- Strong personality with the confidence to interact with senior management, employees, clients, and external stakeholders.
- Exceptional organizational and multitasking abilities.
- Experience managing calendars, meetings, travel arrangements, and executive correspondence.
- Strong follow-up skills and ability to work independently.
- High level of discretion and confidentiality.
- Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Key
Competencies
- Executive Presence
- Professionalism & Confidentiality
- Excellent Communication
Skills
- Strong Coordination & Follow-up
- Attention to Detail
- Problem Solving & Initiative
- Relationship Management
- Ability to Work Under Pressure
