Executive Assistant / Office & Administration Coordinator

Executive Assistant / Office & Administration Coordinator

SwissPro Business Solutions LLC-FZ

Join a Fast-Growing Swiss Consulting Company in Dubai

SwissPro Business Solutions is a Swiss-owned consulting company based in Dubai, specialized in:

• Company Formation (Mainland & Free Zone)
• Accounting & Bookkeeping
• VAT & Corporate Tax
• Compliance & Corporate Services
• Immigration & Visa Services
• Real Estate

Our company is growing rapidly, and we are looking for an exceptional Executive Assistant / Office & Administration Coordinator who will work directly alongside our Managing Director and become a key member of our management team.

This is much more than a traditional administrative position.

We are looking for someone who enjoys taking responsibility, improving processes, solving problems and helping the company operate efficiently every day.

Location

SwissPro Business Solutions LLC-FZ

Office located next to Dubai Mall Metro Station

Modern office with an international team of approximately 10 professionals.

Working Hours

Monday to Friday

09:00 AM – 06:00 PM

Immediate joining preferred.

Position Overview

You will work directly with the Managing Director and assist him in organizing the company, improving internal processes and ensuring the smooth daily operation of the business.

This is a dynamic role where no two days are the same.

You will become the central coordination point between Management, Operations, Accounting and Administration.

The more trust and experience you gain, the more responsibilities will be entrusted to you.

Main ResponsibilitiesExecutive & Administrative Support

• Assist the Managing Director in daily operations
• Manage calendars, meetings and administrative follow-up
• Prepare correspondence, reports and presentations
• Organise digital and physical filing systems
• Maintain structured company documentation
• Follow up on outstanding administrative tasks
• Ensure documents are properly archived and easily accessible

Office Management

You will ensure that the office operates efficiently every day.

Responsibilities include:

• Daily inspection of the office
• Managing office supplies and inventory
• Ordering stationery and consumables
• Coordinating suppliers when necessary
• Maintaining an organised and professional working environment

When clients visit our offices, you will occasionally prepare the meeting room, ensure refreshments are available and welcome visitors professionally. These meetings are not frequent but maintaining a high standard of hospitality is important.

Human Resources Administration

You will coordinate many internal HR processes, including:

• Employee leave management
• Vacation planning
• Attendance monitoring
• Employee files
• Insurance administration
• HR documentation
• Maintaining confidential personnel records

CRM Management

SwissPro uses Zoho CRM.

You will:

• Maintain CRM data quality
• Update client information
• Produce reports
• Analyse CRM activity
• Identify improvements
• Suggest new ideas to improve efficiency and client follow-up

We expect someone who thinks beyond data entry and actively contributes ideas to improve our organisation.

Internal Coordination

One of your most important responsibilities will be coordinating communication between departments.

You will ensure the smooth follow-up of client files between:

• Operations
• Accounting
• Compliance
• Management

You will monitor outstanding actions, remind team members when necessary and help ensure that nothing is forgotten.

Operational Support

Depending on priorities, you may also assist with:

• Preparing invoices
• Organising client documentation
• Coordinating internal projects
• Following up with suppliers
• Supporting management with confidential assignments

As the company grows, your responsibilities will continue to evolve.

Who We Are Looking For

We are searching for someone who is:

• Highly organised
• Extremely proactive
• R