Office Coordinator / Personal Assistant

About the Company

Delta Insurance Services L.L.C. is a well-established insurance brokerage based in the UAE, specializing in delivering tailored insurance solutions to both individuals and businesses. The firm prides itself on professional expertise, confidentiality, exceptional customer support, and fostering enduring client relationships throughout the policy lifecycle.

Role Summary

The company seeks a seasoned and highly organized Office Coordinator / Personal Assistant to provide dedicated support to the General Manager and ensure efficient daily office operations. This pivotal role involves managing schedules, coordinating meetings, correspondence handling, document management, and facilitating communication among management, staff, clients, insurers, and external partners.

Key Responsibilities

• Oversee and manage the General Manager’s calendar, appointments, and daily agenda.
• Organize and coordinate both internal and external meetings, prepare relevant documents, and track follow-up actions.
• Professionally handle incoming calls, emails, general inquiries, and business correspondence.
• Draft, edit, and format various business communications including emails, letters, reports, and presentations.
• Maintain systematic electronic and physical filing and record-keeping systems.
• Follow up diligently on pending matters with staff, clients, insurance providers, and suppliers.
• Arrange travel plans, bookings, appointments, and other business-related scheduling.
• Welcome and direct visitors appropriately within the organization.
• Support day-to-day administrative and operational office needs.
• Monitor and manage office supplies, equipment, and stationery requirements.
• Coordinate with departments to ensure timely completion of tasks and management directives.
• Prepare meeting agendas, take minutes when needed, and preserve documentation of decisions and action points.
• Assist with handling confidential documents related to the company, employees, and management.
• Maintain accurate records including contact lists, calendars, and administrative trackers.
• Help organize company events, staff activities, and management appointments.
• Carry out additional administrative or coordination duties as assigned by management.

Candidate Requirements and Qualifications

• At least two years of relevant experience in roles such as Office Coordinator, Personal Assistant, Executive Assistant, or Administrative Assistant.
• Diploma or Bachelor's degree in Business Administration, Office Management, or related disciplines is preferred.
• Experience supporting senior managers or General Managers is advantageous.
• Background in insurance, financial services, or professional services sectors is a plus but not required.

Essential Skills

• Excellent organizational and time management capabilities.
• Ability to prioritize tasks and manage multiple responsibilities efficiently.
• Strong verbal and written communication skills in English.
• Professional telephone manners and customer service aptitude.
• Proficiency in Microsoft Office suite including Word, Excel, Outlook, and PowerPoint.
• Capable of composing professional business correspondence.
• High attention to detail and precision in all tasks.
• Strong ability to work autonomously and follow guidelines carefully.
• Exhibit a professional demeanor and appearance.
• Effective follow-up and coordination skills.
• Discretion in handling confidential and sensitive information.
• Dependable, proactive, and skilled at working under pressure.

Preferred Profile

The desired candidate is reliable, well-organized, and confident in engaging with multiple stakeholders. They should be proactive in foreseeing administrative requirements, maintain consistent follow-up, and ensure all office and managerial needs are addressed in a timely manner.