248 Administrative Roles jobs in the United Arab Emirates

Element8 is a dynamic and innovative company based in Dubai committed to delivering exceptional digital solutions. We are currently seeking a motivated Office Administration Intern to join our team and support our daily operations
Responsibilities:

• Assist with administrative tasks office operations and receptionist duties.
• Learn and use CRM software (e.g. Salesforce HubSpot) to help organize and maintain customer data.
• Support in coordinating schedules meetings and appointments.
• Handle incoming communications including phone calls and emails to ensure smooth team collaboration.
• Welcome and assist visitors providing a positive and professional reception experience.
• Help manage the front desk by answering phones directing inquiries and maintaining a tidy reception area.
• Assist team members with relevant administrative duties as needed.
• Provide support to the HR and Accounts departments.

Requirements:

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Familiarity with CRM tools (e.g. Salesforce HubSpot) is a bonus.

If youre interested please submit your resume along with a brief cover letter .

Required Experience:

Intern

Administrative leadership role in a dynamic organization.

The successful candidate will be responsible for the procurement of office supplies, furniture and consumables. They will manage suppliers throughout the execution of operational and maintenance activities within the offices. Additionally, they will plan and manage the safe disposal of waste.

This role requires strong teamwork skills and the ability to carry out duties in accordance with business policies and procedures.

• Procure office supplies, furniture and consumables
• Manage suppliers and negotiate contracts
• Ensure timely delivery of goods and services
• Plan and manage safe disposal of waste

A minimum of 3 years of relevant experience in a similar role is required. A bachelor's degree in Business, Supply Chain Management, Procurement or a related field is also necessary. Additional qualifications such as certification in procurement or supply chain management are advantageous.

This role offers a competitive salary package and opportunities for professional growth and development.

This role is a full-time position and requires a commitment to excellence and customer satisfaction.

Are you looking for a role that combines administrative support with people operations expertise?

As a People Operations & Admin Specialist, you will be the backbone of our employee experience and office operations in the UAE and remote locations.

From onboarding and visa processing to vendor management, office operations, and event coordination, you will ensure everything runs smoothly behind the scenes. You will collaborate across teams, support international hiring via EOR platforms, organize engaging workplace events, and keep our Dubai office efficient, compliant, and welcoming — all while balancing multiple priorities with precision and care.

• Oversee the onboarding and offboarding process, including IT setup, documentation, and employee support for both UAE & Remote employees
• Manage end-to-end visa processing for employees in Dubai and ensure compliance with work permit and residency laws
• Serve as the primary point of contact between the company and our EOR vendors (Horizons)
• Coordinate the onboarding, payroll setup, benefits enrollment, and offboarding of employees through EORs across multiple countries
• Ensure accurate employment agreements and adherence to local labor regulations via EOR providers
• Update and maintain accurate employee records in the HRIS system, ensuring confidentiality and compliance and manage compliance audits and regularly review employment documentation
• Coordinate employee benefits, performance reviews, and employee engagement initiatives
• Serve as the point of contact for employees with inquiries related to visas, travel, and office-related matters in the Dubai office
• Assist employees for business travels in coordination with the KSA Admin. team, ensuring efficient and cost-effective arrangements with Travelperk / partner travel agencies and visa arrangements if necessary
• Organize logistics for company events, conferences, and team-building activities, including venue booking, hotel arrangements, and catering coordination
• Provide on-the-ground event support to ensure smooth execution of all logistics
• Maintain inventory of office supplies, ensuring that employees have what they need for day-to-day operations
• Manage relationships with suppliers for office supplies, ensuring quality products and timely deliveries
• Coordinate with vendors for regular office maintenance, including cleaning, repairs, and IT equipment servicing
• Oversee the renewal and negotiation of office tenancy contracts and manage related documents and deadlines
• Monitor and maintain office space logistics, ensuring the office is organized and conducive to a productive work environment
• Develop and maintain relationships with key suppliers and service providers to ensure competitive pricing and high-quality service delivery
• Handle the procurement and delivery of office equipment, furniture, and supplies
• Negotiate and manage contracts with vendors and service providers (e.g., cleaning services, maintenance companies, utilities)
• Track expenses and maintain records for office-related purchases and contracts to ensure compliance with the budget

What We Are Looking For:

• Have 2-4 years of experience in administrative support, people operations, or office management, ideally in a fast-paced tech or IT environment
• Are familiar with the visa processing requirements in Dubai and the UAE for work permits and residence visas
• Have experience managing office vendors, suppliers, and coordinating maintenance services
• Are skilled in travel coordination, booking flights, accommodations, and handling logistical details
• Self-starter with ability to work independently across functional groups and on multiple initiatives simultaneously
• Are highly organized, proactive, and able to manage multiple tasks and deadlines effectively
• Have a strong attention to detail and are able to handle confidential information with discretion

Preferred Qualifications:

• Knowledge of UAE labor laws and visa regulations
• Hands-on experience working with EOR platforms is an advantage
• Experience in managing office tenancy agreements and negotiating contracts
• Familiarity with HRIS platforms (KayanHR) and travel booking systems (Travelperk)
• Strong communication skills and the ability to work across different teams and departments

We Offer You:

• Competitive compensation packages, bonuses, and potential shares
• Regular training and annual learning stipend for career growth
• Autonomy, mentoring, and challenging goals in a dynamic environment

• Entry level

• Full-time

• Other
• IT Services and IT Consulting

We are seeking a Legal Secretary to provide administrative support across various practice areas in Abu Dhabi.

• Schedule diaries, arrange meetings and conference calls
• Coordinate travel and process expenses
• Proofread legal documents for accuracy
• Handle internal and client calls with confidence
• Assist with billing processes, including bill preparation and invoices

• Minimum 3 years' experience as a Legal Secretary at an international law firm
• Familiarity with legal billing systems and CRM tools
• Strong diary management skills with attention to detail
• Excellent communication skills with clients
• Proactive approach to email and task management

The ideal candidate will have strong organisational skills and be able to work effectively under pressure.

Administration

Deputy Head of Secondary

Taaleem is committed to safeguarding and promoting the welfare of children. At Taaleem, we hold ourselves to a high standard of effective practices in relation to child protection, and we are committed to safeguarding and promoting the welfare of children. We expect all staff to share this commitment. Successful applicants will be subject to various background checks including receipt of references, proof of relevant qualifications, identification, and police checks, including overseas checks.

• Provide administrative and logistical support to IB Program Coordinators ensuring smooth functioning of the program.
• Offer exceptional organisational and communication skills, attention to detail, and good understanding of IB Curriculum.
• Assist with daily administrative tasks, managing calendars, scheduling meetings, and organising appointments.
• Support preparation, submission, and tracking of IB program documentation.
• Act as liaison between IB Coordinators, students, parents, and teaching staff to facilitate clear communication.
• Coordinate logistics for IB exams, workshops, meetings, and events.

• Collect and print all exams.
• Prepare cover sheets for all exams.
• Prepare and manage invigilation.
• Invigilation – support.
• Retrieve data from GL assessment site for GL results.
• Send exam results to parents through mail merge.

The Front Office Assistant plays a pivotal role in ensuring the smooth operation of the office by managing front desk activities and providing exceptional service to clients, visitors, and internal staff members. This administrative professional is responsible for maintaining a welcoming atmosphere, handling incoming phone calls, and coordinating appointments and meetings.

• Greet and direct visitors with professionalism and a welcoming demeanor.
• Manage and coordinate incoming phone calls and redirect them accordingly.
• Keep the reception area tidy and presentable with necessary stationery and materials.
• Schedule and manage appointments, meetings, and conference room bookings.
• Assist with basic clerical tasks such as photocopying, scanning, and filing documents.
• Ensure all incoming and outgoing mail and packages are handled efficiently.
• Coordinate with vendors and service providers, ensuring timely deliveries and services.
• Collaborate with team members to oversee office supply stock and reorder as necessary.
• Support administrative tasks for various departments as required by the office manager.
• Handle guest inquiries and provide information accurately regarding the office operations.
• Maintain security by managing access to the office and logging visitor entries.
• Assist in coordinating and executing office events, meetings, and other functions.

• High school diploma or equivalent; additional certification a plus.
• Proven work experience as an Administrative Support Specialist or similar role.
• Proficient in Microsoft Office Suite and experience with office equipment.
• Strong communication and interpersonal skills with a customer service focus.
• Excellent organizational and multitasking abilities in a fast-paced environment.
• Attention to detail with problem-solving and time-management skills.
• Ability to handle sensitive information with utmost confidentiality and discretion.

This role requires a high degree of flexibility, adaptability, and strong communication skills. The ideal candidate will have a positive attitude, excellent organizational skills, and the ability to work effectively in a fast-paced environment.

• Receive and register incoming documents, such as letters, contracts, and invoices.
• Prepare and send outgoing documents, including memos and letters.
• Maintain a digital database of all documents for easy access and tracking.
• Organize and store physical and electronic documents according to company procedures.
• Ensure efficient document retrieval for staff requests.
• Track the progress of specific project documents, including Payment Certificates and Approval Requests.
• Support technical projects by organizing and storing project-related documents, such as drawings and reports.

• A Secondary School Certificate or Diploma.
• Strong proficiency in MS Office.
• Excellent verbal and written communication skills.
• At least 5 years of document control experience in a reputable organization.
• A background in joinery or construction.

• A challenging and rewarding career opportunity.
• The chance to work with a dynamic team.
• The opportunity to develop your skills and expertise.

We are seeking a highly organized and proactive Administrative Assistant to provide comprehensive support to our Senior Leadership team.

The ideal candidate will have excellent communication skills, the ability to multitask and work independently, with a strong attention to detail.

In this role, you will be responsible for providing administrative support, coordinating office operations, and maintaining accurate records and reports related to office expenses and services.

You will also be the local focal point for all SHE matters, ensuring compliance with local legislation and company requirements.

The successful candidate will have a proven track record in a similar combined role as Executive Assistant, Office Manager, or Administration Coordinator; SHE experience is an asset.

• Provide administrative support to Senior Leadership, including complex calendar management, scheduling meetings, coordinating travel and visas, and preparing expense reports.

• Support in drafting presentations, business reports, and confidential communications as required.

• Handle sensitive information with a high degree of confidentiality.

• Coordinate events and leadership offsite, managing logistics end-to-end.

• Oversee day-to-day office operations, ensuring a welcoming, well-organized, and productive work environment.

• Maintain accurate records and reports related to office expenses, services, and contracts.

• Act as the local focal point for all SHE matters, ensuring compliance with local legislation and company requirements.

Requirements:

• Proven experience in a similar combined role as Executive Assistant, Office Manager, or Administration Coordinator; SHE experience is an asset.

• Excellent organizational and multitasking skills with the ability to work independently and handle confidential matters.

• Strong written and verbal communication skills.

• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).

• Proactive, adaptable, and able to build positive relationships with diverse stakeholders.

What We Offer:

• A competitive compensation package with bonus structure and extended benefit package.

• A dynamic and growing company that believes in ownership from day one where everyone is empowered to grow and take accountability.

• A supportive and inclusive work environment that values diversity and promotes professional growth.

About Us:

We are a global organization that specializes in delivering innovative solutions and products. Our mission is to empower individuals and teams to achieve their goals and make a meaningful impact.

We value collaboration, creativity, and a commitment to excellence in everything we do. If you're passionate about making a difference and want to join a dynamic team, apply now!

Job Description:

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• We are seeking a Legal Secretary to join our team. The successful candidate will be responsible for providing administrative support to lawyers and other staff members.
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• The ideal candidate will have excellent communication and organizational skills, with the ability to work accurately and efficiently in a fast-paced environment.
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Key Responsibilities:

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• Document Production :
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• Undertake all document production tasks to the highest standards and to agreed deadlines using appropriate software and all available resources.
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• Type from manuscript, blacklining documents, using house style documents and non house style where required.
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• Proof read documents to ensure accuracy.
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• Prepare PowerPoint presentations and Excel spreadsheets.
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• Draft correspondence/emails.
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• Undertake photocopying, scanning, printing and faxing as required.
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• Assist other members of the group/division/firm as required to include the Marketing Team with pitch documents.
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• Ensure you are up to date on all programs and templates used.
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• Meetings and Travel Management :
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• Diary management – arranging meetings and conference calls, liaising with clients, prioritizing and rescheduling meetings as appropriate (must be able to anticipate principals' needs in scheduling diary).
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• Arrange conference calls, meetings, catering.
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• Co-ordinate all travel arrangements including taxis, accommodation, booking flights and expense forms as appropriate, keeping fee earners diaries up to date with the same.
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• Prepare and collate papers ahead of meetings.
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• Assist in the planning for key meetings.
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• Client Relationship Management :
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• Collating and circulating agendas as appropriate.
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• Managing confidential data.
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• Deal with internal and client calls in a timely, confident, helpful manner and pass on accurate messages as required / action where necessary.
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• Deal with visitors in a confident and professional manner.
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• Keep client contact details, client book/CRM and lists up to date.
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• Support client events as required.
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• Billing and Financial Hygiene :
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• Preparation of the Engagement Letter/Terms of Business/submission to Engage and following up where engagement terms are not in place.
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• Assist in preparation of bills and bill narratives.
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• Request draft bills and review for accuracy.
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• Take responsibility for the processing and accuracy of invoice changes.
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• Prepare e-mails and cover letters on behalf of matter manager for sending of invoices.
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• Adding disbursements to invoices via Readsoft application.
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• Sending invoices out to clients and keeping a record of the same.
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• Assist in monitoring the billing process for your principals as required.
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• Assist in opening new clients, as required.
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• Complete online matter opening for new matters.
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• Liaise with principals, conflicts, matter management and finance teams on matter administration.
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• Monitor work in progress and chase matter managers to bill, as required.
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• If a matter is monthly billing, ensure follow up process is followed appropriately.
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• Amend timelines using the DTA tool when necessary.
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• Run billing guides for fee earners when requested.
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• Providing weekly/monthly fee updates to clients on matters.
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• Risk Management :
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• Actively support process which minimize the Firm's exposure to risk (i.e Information Barriers and e- Filing).
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• Administration :
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• Manage annual leave requests for fee earners and keeping a record of the same.
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• Deal with incoming and outgoing mail.
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• Proactive monitoring of emails as required and forward/action as necessary.
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• Maintain update/reminder system of ongoing mail if required.
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• Establish and maintain effective and accurate filing systems (hard copy/ iManage).
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• Miscellaneous :
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• Develop your competencies and skills in order to provide excellent professional assistance, attending training when required.
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• Keeping distribution lists up to date such as client marketing lists.
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• Submit timesheets for principals in their absence or as required.
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• Undertake other ad-hoc administrative tasks as required and agreed with Group Secretary.
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• Support Firmwide IT system rollouts.
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• Support principals in the use of IT systems such as Sophia/Workday.
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• Contribute (where required by Head of Secretarial services/Group Secretary) to Firmwide projects which relates to the Secretarial Services Function.
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• Attend secretarial meetings.
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• Attend training as required to keep up to date with firm wide procedures.
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• Working proactively as part of a team to ensure time is used effectively using all available firm wide resources to meet pressured deadlines.
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• Effectively manage and prioritize work.
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• Working with and assisting the other legal secretaries in the Middle East where necessary.
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Technical Skills:

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This list of duties and responsibilities above is not exhaustive. It is intended to describe the general content of, and requirements for, the performance of this job. As such, the role may also include the undertaking of additional tasks as required.

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