Personal Assistant cum Administrative Assistant

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