Assistant cum Receptionist - Travel & Operations Coordinator

About the Company

Robot24.com is dedicated to becoming the foremost global platform for robotics news. Their mission is to elevate robotics as a widely recognized and discussed industry through authentic reporting, international events, original video content, and extensive media outreach worldwide.

Role Overview

We are seeking a highly organized Assistant – Travel & Operations Coordinator to join our team in Dubai on a full-time basis. This position focuses on managing global travel, event logistics, and executive scheduling across various countries and time zones, operating within a fast-paced environment.

Primary Responsibilities

• Arrange and book domestic and international flights for executives and staff.
• Organize hotel stays and ground transportation services.
• Purchase and handle event entries such as registrations, media passes, conference tickets, and exhibition access.
• Prepare comprehensive travel itineraries ensuring smooth execution from start to finish.
• Maintain constant communication with airlines, hotels, event organizers, embassies, and internal teams.
• Monitor travel plans and make adjustments when required, including managing last-minute changes or cancellations.
• Coordinate airport transfers, local transportation, and all logistical needs for travel.
• Keep travel documents and confirmations systematically arranged and accessible.
• Research efficient travel routes and cost-effective options.
• Assist with visa paperwork and other travel prerequisites when applicable.
• Support executive scheduling and administrative duties as needed.

Candidate Requirements

• Fluency in both Mandarin and English, with excellent written and verbal communication skills.
• Exceptional organizational and planning capabilities, with a strong eye for detail.
• Proven ability to manage several travel arrangements concurrently without errors.
• Comfortable dealing with international teams working across multiple time zones.
• Self-motivated and able to operate independently with minimal supervision.
• Ability to remain calm under pressure and quickly resolve issues.
• Reliable, proactive, and resourceful character.
• Effective time management and prioritization skills.

Preferred Experience

• At least two years working as a Receptionist, Assistant, Administrative Assistant, Travel Coordinator, or Operations Coordinator.
• Experience managing complex international travel itineraries and business travel arrangements for executives or teams.
• Familiarity with online travel booking platforms and reservation systems.
• Background in supporting international business operations is advantageous.

Success Indicators

• Travel bookings are conducted with accuracy and efficiency, requiring little oversight.
• Travelers receive well-prepared, detailed itineraries ahead of their trips.
• Event entries and media passes are secured well before deadlines.
• Travel disruptions are handled effectively and professionally.
• Multiple international trips are coordinated simultaneously without mistakes.
• Company leadership can concentrate on core business tasks, confident that travel logistics are expertly managed.

Additional Information

This position is based full-time at the Dubai office. The ideal applicant should be fluent in English and Mandarin and able to commence employment immediately.