Administrative & Executive Assistant

Confidential Company

Office Administration

• Manage the reception area and facilitate internal and external communications including emails, phone calls, packages, and correspondence.

• Provide general support to clients and visitors.

• Maintain office supplies, equipment, and inventory levels ensuring availability and efficiency.

• Develop and maintain organized filing systems for both physical and digital records.

• Prepare reports, letters, spreadsheets, presentations, and administrative documents.

Executive & Personal Assistant Duties

• Provide full administrative and personal support to the CEO.

• Manage calendars, appointments, and meeting schedules.

• Organize meetings, book venues, prepare materials, and record meeting minutes.

• Coordinate travel arrangements including flights, hotels, transportation, and required documentation.

• Assist the CEO with personal administrative tasks and confidential matters when required.

• Act as the primary point of contact between executives, employees, clients, and external partners.

HR & Employee Administration

• Assist in job posting, recruitment coordination, and employee onboarding.

• Maintain employee attendance and leave records.

• Maintain accurate employee documentation and HR records.

Government & Visa Processing

• Process company trade license, establishment card, Ejari, visas, Emirates IDs, and insurance documentation.

• Coordinate with UAE government entities such as MOHRE, GDRFA, DED, TASHEEL, AMER, RTA, and other relevant authorities.

Finance & Administrative Support

• Manage petty cash transactions and prepare reconciliation reports.

• Maintain records of financial transactions and administrative expenses.

External Errands & Government Visits

• Handle administrative tasks outside the office such as visiting government departments, banks, courier services, and other institutions.

• Submit and collect official documents when required.

• Support company administrative processes with external entities.

Utilities & Services Management

• Manage company utility accounts including DEWA, DU, Etisalat, and Aquacool.

• Ensure timely payments, renewals, and updates of services.