Personal Assistant cum Administrative Assistant

Role Overview

This position is based in Jabel Ali, Dubai, and supports the Administration Manager / Head of Administration in a highly professional, fast-moving environment. The right candidate will be polished, proactive, and dependable, with strong communication, organization, and people skills.

The role combines executive-level assistance with day-to-day administrative coordination. It involves managing schedules, meetings, correspondence, travel, stakeholder communication, office administration, and selected special assignments. The ideal professional will work with discretion, maintain confidentiality, and handle responsibilities efficiently while supporting both operations and senior leadership.

Administrative Support

• Assist the Administration Manager with routine daily coordination and support tasks.
• Handle calendars, meetings, correspondence, reports, presentations, and document preparation.
• Draft meeting agendas, take minutes, and track follow-up actions until completion.
• Organize and maintain filing systems and confidential records.
• Work with internal teams and outside contacts to ensure tasks and projects move forward on schedule.
• Contribute to special assignments and ongoing process improvement efforts.

Office Administration

• Oversee day-to-day office operations and monitor supplies and inventory levels.
• Coordinate repairs, maintenance work, and service vendors.
• Help keep office spaces orderly, secure, and fully functional.

HR Administration Support

• Support recruitment-related tasks, onboarding, employee files, and HR paperwork.
• Assist with visa processing, attendance tracking, leave records, and payroll administration.
• Help coordinate staff training and development activities.

Travel and Event Coordination

• Organize travel arrangements including flights, hotels, visas, transport, and related documentation.
• Support the planning of meetings, company events, exhibitions, and employee engagement activities.

Vendor and Facilities Coordination

• Communicate with vendors and external service providers as needed.
• Request quotations, assist with procurement, and maintain good vendor relationships.
• Support office renovation, relocation, and facilities-related projects.

Senior Management Support

• Provide administrative assistance to senior leadership whenever required.
• Prepare reports, presentations, meeting packs, and confidential correspondence.
• Coordinate meetings, travel plans, and follow-up actions for management.

Qualifications and Experience

The role calls for a candidate with a Bachelor’s degree in Business Administration or a related discipline, along with at least 8 years of experience in administration, office management, executive support, or a similar position such as Personal Assistant, Executive Assistant, or Office Coordinator.

Applicants should have excellent spoken and written English, a refined and professional appearance, and the confidence to deal with senior managers, employees, clients, and external partners. Strong organizational ability, multitasking skills, independence, and excellent follow-through are essential.

Experience managing calendars, meetings, travel plans, and executive correspondence is important, along with a high standard of confidentiality and discretion. Proficiency in Microsoft Office tools, including Word, Excel, PowerPoint, and Outlook, is required.

Key Competencies

• Strong executive presence
• Professional conduct and confidentiality
• Clear verbal and written communication
• Effective coordination and follow-up
• Attention to accuracy and detail
• Initiative and practical problem solving
• Relationship building and stakeholder handling
• Ability to perform under pressure