Position
Administrative Assistant – UAE National
Job Summary
We are seeking a well-organized and proactive Administrative Assistant – UAE National to provide day-to-day administrative and coordination support to the organization. The role involves managing correspondence, documentation, scheduling, data entry, filing, office coordination, and assisting different departments with administrative requirements. The ideal candidate should be professional, detail-oriented, and capable of handling multiple tasks efficiently.
Key Responsibilities
Administrative Support
- Provide day-to-day administrative support to management and department teams.
- Prepare letters, memos, reports, presentations, and other business documents.
- Manage incoming and outgoing correspondence, emails, and phone calls.
- Maintain organized physical and electronic filing systems.
- Schedule meetings, appointments, and internal events.
- Prepare meeting agendas, minutes, and follow-up action items when required.
- Coordinate office supplies, stationery, equipment, and general administrative requirements.
- Maintain accurate records and databases.
- Perform data entry and ensure information is accurate and up to date.
- Assist with travel arrangements, hotel bookings, transportation, and related logistics when required.
Document & Records Management
- Maintain confidential employee and company documents.
- Organize contracts, invoices, forms, correspondence, and other official records.
- Ensure documents are properly filed and easily accessible.
- Assist with document scanning, copying, printing, and distribution.
- Track pending documents, approvals, and administrative requests.
Coordination & Communication
- Coordinate with internal departments, suppliers, clients, and visitors as required.
- Receive and direct visitors in a professional manner.
- Follow up with departments on pending administrative matters.
- Support communication between management and employees.
- Assist in organizing company meetings, events, and activities.
HR & Office Support
- Assist the HR team with employee documentation, onboarding, attendance records, leave applications, and other HR administrative activities.
- Assist with maintaining employee files and HR records.
- Support recruitment coordination and interview scheduling when required.
- Assist with government or administrative documentation as assigned.
- Coordinate office and employee welfare requirements where applicable.
Reporting & Compliance
- Prepare routine administrative reports and status updates.
- Maintain confidentiality of sensitive company and employee information.
- Follow company policies, procedures, and administrative controls.
- Ensure timely completion of assigned tasks and follow-ups.
- Support management with special administrative projects as required.
Candidate Profile
- UAE National.
- Bachelor's degree or diploma in Business Administration, Management, Human Resources, or a related field is preferred.
- Fresh graduates are welcome to apply; 1–3 years of administrative experience is an advantage.
- Good command of English; Arabic communication skills are preferred.
- Good knowledge of Microsoft Office, particularly Word, Excel, Outlook, and PowerPoint.
- Excellent communication and interpersonal skills.
- Strong organizational and time-management abilities.
- Professional appearance and positive attitude.
- Ability to maintain confidentiality and handle sensitive information.
- Strong attention to detail and accuracy.
- Ability to work independently and as part of a team.
Key Skills
- Office Administration
- Document Control & Filing
- Data Entry
- MS Office
- Email & Correspondence Management
- Meeting & Calendar Coordination
- Communication & Interpersonal Skills
- Record Keeping
- Time Management
- Organization & Follow-up
- Confidentiality
- Teamwork
Key Performance Indicators (KPIs)
- Timely completion of administrative tasks
- Accuracy of records and data entry
- Effective document and filing management
- Timely follow-up on administrative requests
- Quality of internal and external communication
- Office support and coordination efficiency
- Compliance with company administrative procedures
- Management and employee satisfaction with administrative support
