97 Administrative Specialist jobs in the United Arab Emirates

Looking for a talented and driven Senior Business Operations professional to join our team. As a key member of our operations team, you will be responsible for ensuring seamless day-to-day business operations.

Key Responsibilities:

• Manage end-to-end business operations, including workflow optimization and process improvements.
• Develop and implement strategic plans to drive business growth and efficiency.
• Collaborate with cross-functional teams to achieve operational excellence.
• Analyze data to identify trends and areas for improvement.
• Provide excellent support to the leadership team and other stakeholders.

Requirements:

• 5+ years of experience in business operations or a related field.
• Proven track record of success in driving business growth and efficiency.
• Excellent analytical and problem-solving skills.
• Strong communication and interpersonal skills.
• Bachelor's degree in Business Administration or a related field.

What We Offer:

• A competitive salary and benefits package.
• The opportunity to work with a dynamic and forward-thinking organization.
• A collaborative and supportive work environment.
• Ongoing training and development opportunities.

How to Apply:

If you are a motivated and results-driven individual who is passionate about business operations, please submit your application today.

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.

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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This position is responsible for providing assistance to the repair and maintenance manager, scheduling work, and maintaining accurate data. The ideal candidate will have strong organizational skills and be able to work effectively in a team environment.

We are seeking administrative staff to fill a key role within our organization.

This position involves assisting senior management and overseeing the day-to-day activities of the administrative department.

1. Provide administrative support to company leaders and manage the department's operations effectively.
2. Ensure a warm welcome for office visitors and direct them to the relevant personnel.
3. Perform routine office tasks such as filing, mail delivery, email response, and data entry with high accuracy.
4. Coordinate schedules and calendars for multiple stakeholders to ensure seamless activity planning without conflicts.
5. Arrange travel itineraries and prepare essential documents, presentation materials, and meeting facilities.
6. Maintain and update employee and client records in a timely manner.
7. Procure and distribute office supplies efficiently.
8. Handle equipment maintenance and replacement as needed.

Fresh graduates are encouraged to apply.

The company provides visa sponsorship, transportation, accommodation, and other benefits according to UAE law. A competitive salary is offered. Interested candidates can send their CV via WhatsApp.

We are seeking a skilled Human Resources Coordinator to join our team in Dubai.

The ideal candidate will have exceptional communication, leadership, and organisational skills, with a strong background in human resources and experience in a luxury hotel environment.

• A minimum of 1 year of experience in a human resources role is preferred.
• A bachelor's degree in human resources, business administration, or a related field is preferred.
• Strong familiarity with UAE Labour Law and human resources best practices.
• Computer literacy, with a mastery of Microsoft Office and human resources information systems like Oasys.
• Impeccable communication skills, both verbal and written, with fluency in English.

• Delivers efficient administrative support across all functions of human resources, including onboarding, performance engagement, training coordination, and offboarding.
• Maintains and updates FIVE Tribe Member records within the human resources information system (HRIS), upholding operational standards.
• Issues employment contracts and facilitates the onboarding experience for new FIVE Tribe Members with professional welcome.
• Assists in the seamless coordination of human resources activations, including recognition events, training days, and employee engagement initiatives.
• Ensures full compliance with internal policies, local labour laws, and health and safety regulations, safeguarding legal excellence and organisational integrity.

We are an equal opportunity employer committed to hiring a diverse and inclusive workforce. We celebrate people, culture, and diversity and are proud to be ranked regularly in the top 10 on the Great Workplaces in the UAE list of large organisations.