Administrative Assistant

Company Overview

Gates MEA is part of Gates Group, a UAE-based diversified business group that has been operating since 2009. Its portfolio spans oil and gas, energy, steel manufacturing, real estate, travel, and business consultancy. The company delivers complete business support services such as company formation, banking support, VAT and corporate tax assistance, accounting, procurement, logistics, residency services, marketing, and project management. With a team focused on quality and innovation, and offices across the UAE, Oman, Saudi Arabia, Egypt, South Korea, Malta, Brazil, and Singapore, Gates MEA helps businesses launch and grow with local insight and responsive support.

Role Summary

This position is a full-time, on-site administrative support role in Dubai, United Arab Emirates. The selected candidate will help keep the office running smoothly by managing communication, schedules, documentation, visitor coordination, and day-to-day support tasks. The role also requires working closely with clients, vendors, and internal teams while supporting senior executives and maintaining a professional workplace atmosphere.

Key Duties

• Handle incoming telephone calls and email communication in a professional manner.
• Welcome visitors and ensure a courteous front-office experience.
• Maintain calendars, arrange appointments, and coordinate meetings.
• Organize travel plans and related arrangements when required.
• Prepare, format, and manage business documents and correspondence.
• Keep both digital and physical filing systems accurate and well organized.
• Process incoming and outgoing mail and office correspondence.
• Assist with basic accounting tasks and data entry support as needed.
• Liaise with clients, vendors, and internal departments to support smooth operations.
• Support senior executives with routine administrative and coordination tasks.
• Help arrange meetings, events, and other office activities.
• Monitor office supplies and equipment to ensure availability and proper upkeep.
• Contribute to a discreet, efficient, and welcoming office environment.

Requirements

• Strong background in administrative and clerical support, including file management, scheduling, and office documentation.
• Good telephone manner and clear professional communication skills for dealing with clients, partners, and colleagues.
• Experience supporting executives with calendar management, meeting coordination, and travel planning.
• Comfort using office productivity tools such as MS Office or Google Workspace, along with basic data entry and document handling tools.
• Excellent organization skills, attention to detail, and the ability to manage several tasks and deadlines in a busy setting.
• Ability to handle confidential matters responsibly and with professionalism.
• Prior experience in office administration or support, preferably in consultancy, professional services, or a similar environment.
• Secondary school certificate is required; a diploma or bachelor’s degree in Business Administration or a related discipline is considered an advantage.
• Strong written and spoken English; knowledge of other commonly used regional languages is a plus.

Additional Information

This is a permanent full-time position based in Dubai and requires on-site attendance.

The role may involve occasional support for basic accounting work, event coordination, and administrative tasks for senior management.