Emirati National Administrative Assistant

Overview

Geosyntec Consultants invites applications for the position of Emirati National Administrative Assistant to join its Dubai office. This role demands the execution of confidential, complex, and varied administrative and secretarial duties supporting departments or the Branch Manager. It requires initiative, independent decision-making, and discretion to efficiently manage diverse workloads.

Geosyntec is a globally recognized engineering and consulting firm specializing in environmental, natural resource, and civil infrastructure projects. Known for technical excellence and exceptional client service, the company serves private and public sectors worldwide, investing in employee growth through competitive compensation and well-being programs.

Key Responsibilities

• Compile and coordinate preparation of reports, technical documents, forms, and other materials under the guidance of the Office Manager or professional staff.
• Draft, design, and proofread correspondence, memos, charts, graphs, business plans, and reports related to client and project matters, ensuring accuracy and clarity.
• Develop and maintain logs, databases, and perform desktop publishing including creating visual presentations.
• Manage scheduling and organization of complex activities such as travel arrangements, meetings, conferences, interviews, and teleconferences.
• Maintain calendars and travel itineraries for professional personnel, prioritizing large volumes of information and communications.
• Handle incoming mail distribution and compose responses to routine inquiries via phone or email.
• Collaborate with other administrative assistants to manage phone coverage and respond to a range of questions.
• Establish and maintain client, project, governmental, and confidential filing systems, including updating professional journal libraries.
• Act as a liaison between departments, external agencies, clients, and senior management as directed.
• Initiate proposals and project documentation and ensure proper project file management.
• Conduct research, prepare statistical reports, and track project budgets and expenditures accurately.
• Assist with daily business lead monitoring through newspapers and newsletters, when applicable.
• May supervise clerical staff, oversee daily office operations, workflow, and maintain office procedures such as filing systems and supply inventories.
• Operate word processing and other office equipment efficiently, assist other administrative staff, and perform related tasks.
• Drive personal, company, or rental vehicles for client visits or business-related travel as needed.

Required Qualifications and Skills

• High school diploma or GED with 4 years of relevant experience; or associate degree with 2 years experience; or bachelor's degree with no experience; or an equivalent combination of education and practical experience including business office procedures and typing.
• Typing speed between 40 and 50 words per minute with high accuracy.
• Strong organizational skills with the ability to handle multiple tasks efficiently.
• Advanced knowledge and proficiency in MS Office programs and database applications.
• Familiarity with office operations, accounting procedures, and administrative policies.
• Flexibility to work overtime with little notice based on project requirements.
• Possession of a valid UAE driver’s license and a clean driving record for business travel.