Administrative Assistant

About the Company

Welcome to MASQ, your premier provider of cutting-edge lighting solutions, AV, and automation systems across Dubai, Qatar, KSA, and Lebanon, with services extending throughout the Gulf and Middle East region. Specializing in transforming spaces through innovative lighting designs and advanced technologies, our dedicated team of experts is committed to bringing your vision to life with precision and creativity.

With a focus on excellence and a passion for innovation, we strive to deliver unparalleled service and quality craftsmanship in every project we undertake.

Job Description

We are seeking a highly experienced and skilled Administrative Assistant to provide top-level support to our CEO and senior executives. The ideal candidate will possess extensive experience in a similar role with senior executives. In addition, you must have an excellent command of the English language and strong IT skills, including proficiency in AI tools and applications.

Responsibilities

• Organizing meetings, interviews, and handling CEO calendar when in Dubai.
• Organizing meetings, interviews, and handling correspondence directed to managers.
• Making travel arrangements and detailed travel itineraries.
• Handle company-related government transactions and follow-ups, including commercial and company license renewals, municipality requirements, chamber of commerce, and other regulatory approvals.
• Monitor license expiry dates and ensure timely renewal of all company registrations to maintain full legal compliance.
• Manage employee-related government processes such as residencies, work permits, visas, transfers, and renewals.
• Work on relevant government platforms (e.g., DMCC).
• Ensure all records, documents, and statutory filings are accurate, complete, and up to date at all times.
• Taking dictation and minutes and writing them up subsequently.
• Producing reports and presentations.
• Maintaining the current filing and database system.
• Managing catalogue library updates, ensuring sufficient catalogues and other marketing material are available.
• Assisting in stock updates and managing sample items.
• Supporting various departments in admin tasks.
• Following on the cleaner, and the cleanliness/maintenance of the office.
• Keeping a log of renewal dates of various official documents.
• Supporting the CEO in daily tasks.
• Keeping track of company profiles, marketing material, and giveaways.
• Assisting development and design in presentations, printouts, and Apollo entries.
• Updating CV files and assessment forms.
• Administers the HR Process from recruitment to employment and maintains files updated.

Qualifications

• Education:
• Bachelor’s degree in Business Administration, Communications, or a related field.
• Additional certifications in administration, project coordination, or executive support are a plus.

Required Skills

• Proven experience (3+ years) in an Executive Assistant or Personal Assistant role at a senior executive level.
• Previous experience in a DMCC entity and the Mainland.
• Strong organizational and multitasking skills with the ability to prioritize effectively.
• Exceptional written and verbal communication in English.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with AI tools (e.g., ChatGPT, scheduling assistants, etc.).
• High attention to detail and discretion with confidential matters.

Preferred Skills

• Prior experience in architecture, lighting design, engineering, or related industries.
• Knowledge of HR systems and document control processes.