Executive Assistant and Office Administrator

About Pronyx

Pronyx Trading L.L.C is an expanding IT distribution firm located in Dubai, specializing in technology products and representing renowned global brands throughout the UAE and GCC regions.

Key Responsibilities

• Deliver comprehensive administrative and executive support to the CEO, including calendar and meeting management.
• Arrange business travel logistics such as flights, accommodation, transport, and necessary documentation.
• Create presentations, reports, correspondence, and document meeting notes.
• Maintain the confidentiality of sensitive information with utmost discretion.
• Serve as the main point of contact between the CEO, staff members, clients, suppliers, and external partners.
• Manage daily office operations ensuring efficient administrative workflows.
• Handle communication channels including calls, emails, couriers, and official mail.
• Receive visitors and organize meeting arrangements.
• Oversee office inventory, equipment, filing systems, and administrative records.
• Prepare business documents and spreadsheets along with presentations.
• Coordinate recruitment processes, interview scheduling, onboarding, and maintain personnel records and HR documentation.
• Collaborate with UAE governmental bodies to manage company documentation such as Trade License, Establishment Card, Ejari, visas, Emirates IDs, labor regulations, and insurance.
• Ensure timely renewal and validity of all licenses and official paperwork.
• Administer petty cash and track administrative expenses.
• Support financial and operational administrative documentation as needed.
• Handle visits to banks, government offices, courier companies, and other external organizations for company-related document processing.
• Manage utility accounts including DEWA, DU, Etisalat, and others, overseeing payments and service requests.

Requirements

• Possess a bachelor's degree in Business Administration, Office Management, or related discipline.
• Have 4 to 5 years of relevant experience in the UAE in roles such as Executive Assistant, Office Administrator, Personal Assistant, or Office Manager.
• Currently residing in the UAE.
• Possess strong familiarity with UAE labor laws, visa and Emirates ID processing, and government bodies like MOHRE, GDRFA, DED, AMER, TASHEEL.
• Demonstrate excellent organizational, multitasking, planning, and interpersonal skills.
• Maintain high professionalism, integrity, and confidentiality.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Capable of working independently under pressure and prioritizing tasks effectively.
• Fluent in English; Arabic language skills are advantageous.

Preferred Qualifications

• Experience supporting top-level executives.
• Background in IT distribution, trading, or corporate sectors.
• Possession of a UAE driving license is valued.
• Candidates who can join immediately or with minimal notice will be highly favored.

Why Work with Pronyx?

Joining Pronyx means being part of a rapidly growing and ambitious company where your efforts have meaningful impact. The organization emphasizes professionalism, accountability, continuous learning, and fostering long-term career growth.