Administrative Office Assistant

Dubai, Dubai ruadconsulting

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Job Description

Dubai, United Arab Emirates | Posted on 02/05/2025

Ruad Consulting is an expansion of SCOPI (Strategic Center for Organizational Performance Improvement), a company established in 2008 in Amman, Jordan. Since its inception, Ruad has been dedicated to achieving measurable and sustainable improvements in organizational performance.

As a leading consulting firm, we empower public and private sectors across the MENA region by delivering innovative, world-class management consulting services and leading digital transformation practices that drive excellence and sustainable growth

Role Description

The Administrative Office Assistant will provide essential administrative and clerical support to ensure smooth daily operations of the office. This role requires fluency in both Arabic and English, as the candidate will handle bilingual communication, documentation, and correspondence. The ideal candidate should be highly organized, detail-oriented and capable of managing multiple tasks efficiently while maintaining confidentiality and professionalism.

Key Responsibilities:

Office Administration:

  • Manage and organize office files, documents, and records in both Arabic and English (physical and digital)
  • Handle incoming and outgoing correspondence, including emails, letters, and packages.
  • Maintain office supplies inventory and ensure timely replenishment.
  • Assist in coordinating office maintenance and leasing with service providers
Secretarial Support:
  • Schedule and coordinate meetings, appointments, and travel arrangements for executives.
  • Prepare meeting agendas, take minutes, and follow up on action items.
  • Draft, edit, and proofread business correspondence reports, and presentations.
  • Handle confidential and sensitive information with discretion.
Customer and Staff Support:
  • Greet and assist visitors, ensuring a professional and welcoming office environment
  • Answer and direct phone calls, take messages, and handle inquiries
  • Assist in onboarding new employees by preparing documentation and office orientation.
  • Coordinate internal communication and distribute official announcements.
General Administrative Duties:
  • Support HR and finance teams with basic administrative tasks, such as processing invoices and expense reports.
  • Maintain an organized filing system for company records policies, and procedures
  • Assist in planning company events, workshops, and training sessions
Requirements

Qualifications & Requirements:

Nationality & Language Skills:

  • Arabic native speaker with fluency in both Arabic and English (written and spoken)
Education & Experience:
  • High school diploma or equivalent; a degree in business
  • administration, office management, or a related field is preferred.
  • Minimum 2+ years of experience in an administrative, secretarial, or office support role
  • Strong organizational and time-management skills.
  • Excellent written and verbal communication skills in both Arabic and English.
  • Proficiency in Microsoft Office Suite (Word, Excel,PowerPoint, Outlook) and office management software.
  • Ability to multitask and prioritize workload effectively
  • High level of professionalism, confidentiality, and attention to detail,
  • Strong problem-solving and decision-making skills.
  • Ability to work independently and collaboratively within a team.
Preferred Qualifications:
  • Previous experience in a corporate or professional office setting.
  • Basic knowledge of HR, accounting, or documents management systems.
  • Strong understanding of business etiquette and professional communication in both Arabic and English
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Administrative Assistant

Dubai, Dubai Iiqaf

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Job Description

The IIQAF Group of Companies is a global leader in providing services in the hospitality, information technology, tourism, insurance, and health care industries. Established in 1986, the company has grown to become a major player in the international market, with operations in the United Kingdom, Canada, Singapore, and the United Arab Emirates.

Description

We are looking for a detail-oriented Administrative Assistant to join IIQAF in Dubai. As an Administrative Assistant, you will play a crucial role in ensuring the smooth running of daily operations. Your responsibilities will include providing administrative support, managing schedules, and assisting with various projects. This position is vital to maintaining efficiency and organization within the company.

As an Administrative Assistant at IIQAF, you will have the opportunity to work on a variety of projects that contribute to the overall success of the organization. Your role will involve handling confidential information, coordinating meetings, and communicating effectively with team members. This position is perfect for someone who thrives in a fast-paced environment and enjoys multitasking.

Responsibilities:
  • Manage and maintain executives’ schedules.
  • Organize and schedule meetings, appointments, and travel arrangements.
  • Prepare and distribute correspondence, memos, and forms.
  • Assist in the preparation of regularly scheduled reports.
  • Develop and maintain a filing system.
  • Update and maintain office policies and procedures.
  • Order office supplies and research new deals and suppliers.
  • Maintain contact lists.
Requirements:
  • Excellent time management and organizational skills.
  • Proficiency in MS Office (Word, Excel, Outlook).
  • Strong communication and interpersonal abilities.
  • Ability to multitask and prioritize tasks effectively.
  • Attention to detail and problem-solving skills.
  • Ability to maintain confidentiality of sensitive information.
  • Previous experience in an administrative role is a plus.
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Administrative Assistant

Dubai, Dubai Snag Property Inspection Services LLC

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Job Description

The Administrative Assistant provides administrative support and assistance to ensure efficient operation of an office or department. They perform a variety of clerical and administrative tasks, such as managing correspondence, scheduling appointments, organizing files, and coordinating meetings. The Administrative Assistant plays a crucial role in facilitating smooth workflow and maintaining effective communication within the organization.

The ideal candidate should have the following qualifications:
  • High school diploma or equivalent (additional relevant certifications or training may be preferred).
  • Proven experience as an administrative assistant or in a similar role.
  • Strong organizational and time management skills.
  • Proficiency inMicrosoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Excellent written and verbal communication skills.
  • Attention to detail and accuracy in work.
  • Ability to prioritize tasks and manage multiple deadlines.
  • Strong interpersonal skills and the ability to work effectively in a team.
  • Professionalism and confidentiality in handling sensitive information.
  • Adaptability and willingness to learn and take on new responsibilities.
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Administrative Assistant

Dubai, Dubai Nayeducation

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Job Description

The Administrative Assistant will provide a variety of support services to ensure efficient operation of the office. This role involves handling administrative tasks such as scheduling, communication, organizing documents, and supporting the management team. Additionally, the Administrative Assistant will ensure that tasks are completed on time by following up with partners to meet client deadlines, as well as gathering invoices for financial reporting.

Key Responsibilities:

1- Maintain the organization of the office, including ordering supplies, organizing office equipment, and ensuring the workspace is neat and functional.

2- Manage HR files for staff and management.

3- Assist senior staff with various administrative tasks as required.

4- Ensure timely completion of tasks by coordinating with external partners and following up to ensure that deadlines committed to clients are met.

5- Gather invoices for purchases and sales, and share them with the accountants at the end of each month for proper financial documentation.

6- Collect information, input, and update the data into databases or spreadsheets as needed.

7- Handle the responsibilities of a compliance officer in terms of attending online workshops to ensure the company’s alignment with the respective authorities

8- Contact relevant authorities, when requested, to double check the latest requirements and regulations related to multiple industries, in the UAE, and to share the findings with appropriate staff members

9- Prepare and manage documents, reports, and presentations. Ensure filing systems are efficient and up-to-date.

Qualifications:

  • High school diploma or equivalent required.
  • Proven experience as an administrative assistant or in another relevant role.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office software.
  • Strong organizational and time-management skills.
  • Excellent communication skills, both verbal and written.
  • Ability to handle sensitive information with confidentiality.
  • High attention to detail and problem-solving skills.

Job Type: Full-time

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Administrative Assistant

Dubai, Dubai Talent Higher

Posted 10 days ago

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Job Description

The Role
Our client, a reputable organization in the UAE, is seeking a Personal Assistant & Project Manager to provide high-level administrative and operational support to senior leadership while overseeing key strategic initiatives. This hybrid role blends executive assistance with project coordination, requiring exceptional organizational skills, discretion, and the ability to manage multiple priorities efficiently. Key Responsibilities - Manage calendars, schedules, travel arrangements, meetings, and correspondence for senior executives. - Prepare reports, presentations, briefing materials, and other key documentation. - Handle sensitive and confidential information with the utmost professionalism and discretion. - Assist in planning, execution, and monitoring of strategic and operational projects. - Track project timelines, deliverables, and budgets using appropriate project management tools. - Coordinate communication between internal teams, stakeholders, and external partners. - Prepare project documentation, progress reports, and status updates for management review. - Organize executive offsites, workshops, and corporate events. - Support procurement activities, vendor onboarding, and contract management. - Streamline operational processes to ensure efficiency and timely delivery of outcomes.

Requirements
- Bachelor’s degree in Business Administration or a related field. - Minimum of 5 years of UAE experience in executive support and project coordination. - Strong organizational, analytical, and multitasking skills. - Excellent command of Microsoft Outlook, Word, Excel, and PowerPoint. - Outstanding communication, problem-solving, and time management abilities. - Fluent in English (spoken and written).

About the company
Talent Higher is a leading recruitment agency, specialising in providing strategic solutions for organisations and highly skilled candidates in the UAE. For employers, we provide access to a large talent pool, time and resource efficiency, recruitment expertise, market insights, and confidentiality. Candidates benefit from exclusive access to job opportunities, personalized career guidance, streamlined recruitment matchmaking and negotiation support for a variety of careers across the UAE.
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Administrative Assistant

Dubai, Dubai Moore JFC Consulting

Posted 20 days ago

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Job Description

The Role
• Perform general administrative tasks such as data entry, filing, photocopying, and scanning. • Prepare and format documents, reports, and correspondence with high accuracy and attention to detail. • Maintain and organize digital and physical records. • Handle incoming phone calls, emails, and other communications in a professional manner. • Schedule meetings, appointments, and manage calendars for team members or management. • Assist in preparing presentations, spreadsheets, and other business documents. • Maintain office supplies inventory and place orders as needed. • Provide support to other departments as directed by supervisors or managers.

Requirements
• Bachelor’s degree in business administration, Office Management, or a related field. • Proven experience in an administrative or office assistant role. • Prior experience working in the UAE is preferred. • Excellent typing skills (speed and accuracy required). • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other standard office software. • Familiarity with basic office equipment (printers, scanners, fax machines). • Strong organizational and multitasking abilities. • Good communication and interpersonal skills. • Ability to maintain confidentiality and handle sensitive information. Preferred Skills: • Experience with cloud-based tools (e.g., Google Workspace, Microsoft Teams, SharePoint). • Basic knowledge of database or records management systems. • Ability to learn and adapt to new software quickly. Why Join Us: At Moore JFC, we offer a dynamic and collaborative work environment where you will have the opportunity to work with a diverse range of clients and industries. We value innovation, integrity, and continuous learning, and we are committed to supporting our employees' professional development and career growth. Join us and be part of a team that is dedicated to making a positive impact on our clients' success. Moore JFC is an equal opportunity employer and values diversity in the workplace.

About the company
Moore JFC Group, headquartered in Dubai, has been providing the highest quality of Auditing, Consulting and Business Advisory Services for more than 45 years by working closely with clients from a wide range of sectors. Moore Global is ranked as the world's 11th largest international network of professional firms JFC Group is an independent member firm of Moore Global worlds 11th largest international network of professional firms Dealing with Moore JFC Group means dealing with the whole world at one place, for seamless services are provided through worldwide offices of the member firms around the Globe. The Company has over four decades of operations has experience in vast & varied industries and businesses as well as knowledge, skills and resources to deliver great solutions that add real, tangible value to every stage of your business.
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Administrative Coordinator

Dubai, Dubai Provident Estate

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Job Description

As an administrative Coordinator at Provident, you will be a vital part of the administration in the most successful and progressive real estate agencies in the UAE, aiding our departments with their administrative needs, while adhering to company policies and procedures, in one of the world's most vibrant and competitive marketplaces. Your position is critical in ensuring that internal and external communications are maintained, with the highest standards of detail and quality. This role necessitates a thorough knowledge of email etiquette and industry standards.

Key Responsibilities:
  • Answer and direct phone calls.
  • Organize and schedule appointments.
  • Plan meetings and take detailed minutes of the meeting, write and distribute emails, correspondence memos, letters, faxes, and forms.
  • Assist in the preparation of regularly scheduled reports.
  • Develop and maintain a filing system.
  • Update and maintain office policies and procedures.
  • Provide general support to visitors.
  • Act as the point of contact for internal and external clients Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
Qualifications and Skills Required:
  • Proven secretary work experience, as an Office Secretary or Administrative Assistant.
  • Proficient with MS Office and data programs.
  • Experience using office equipment, like printers and scanners.
  • Typing speed and accuracy.
  • Excellent knowledge of correct spelling, grammar, and punctuation.
  • Confidentiality.
  • Organization skills, with an ability to stay focused on assigned tasks.
  • High school diploma / Diploma; additional secretarial training or certification will be an asset.
  • Proficient in English: Written and spoken.
About Provident

Since its inception in 2008, Provident Estate has been a frontrunner in the regional real estate market, holding a commendable reputation as one of the most reliable and top-tier agencies working alongside the world's foremost developers. Now employing over 200+ dedicated professionals, we stand as a testament to excellence and trust in the industry.

As we forge ahead, we are inviting ambitious individuals to join our dynamic team where innovation meets understanding, offering 360° real estate solutions tailored to our client's needs. Step into a role at Provident Estate, a place where we value lasting relationships with our clients and foster an environment geared towards revolutionary and digitally enhanced solutions. Join us, and be a part of crafting the future of real estate, building enduring relationships grounded in trust and expertise.

PROVIDENT is a registered trademark since 2008

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Office Administrative

Dubai, Dubai Diamond Eye

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Job Description

Responsibilities:
  • Provide administrative support to ensure efficient operation of the office, including handling phone calls, emails, and mail, organizing files and scheduling appointments.
  • Manage and maintain office equipment, including copiers, printers, and scanners, and troubleshoot any issues.
  • Assist in the preparation of regularly scheduled reports, presentations, and data entry tasks, as needed.
  • Coordinate and schedule meetings, appointments, and travel arrangements for the team.
  • Perform basic bookkeeping tasks, such as creating invoices, processing payments, and reconciling accounts.
  • Create and maintain effective filing systems, ensuring that all documentation is accurately labeled and stored securely.
  • Monitor office expenses and inventory and place orders as necessary.
  • Support HR with onboarding new hires and organizing employee records.
  • Perform other related duties or assignments as directed.
Qualifications & Work Experience:
  • Bachelor's degree or equivalent; Associate’s degree or certification in office administration, public relations or related field preferred.
  • Strong computer skills, including proficiency in Microsoft Office Suite and Google Suite.
  • Excellent organizational, time-management, and multitasking skills, with the ability to prioritize tasks.
  • Strong attention to detail and accuracy.
  • Ability to communicate effectively, both verbally and in writing.
  • Ability to work independently with minimal supervision as well as in a team environment.
  • Positive attitude, with a willingness to learn and adapt.
Behavioural Competencies:
  • Initiative and proactive problem-solving.
  • Attention to detail and accuracy.
  • Strong organizational skills.
  • Excellent communication and interpersonal skills.
  • Ability to multitask and work under pressure.
  • Positive attitude and willingness to learn and adapt.
  • Strong work ethic and ability to take ownership of tasks.
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HR Administrative

Dubai, Dubai Veolia

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Company Description

Veolia Energy & Process Systems (VEPS) is a part of the Veolia Group. VEPS has been serving the Energy Sector as a leading provider of process solutions for over 40 years, supplying water, gas and oil treatment technologies to our clients around the world - delivering best in class project execution models as well as field services and aftermarket support.

As part of its Growth Initiatives, VEPS is refocusing on Energy Transition related business, in particular on Carbon Capture, CO2 conditioning and H2 conditioning.

VEPS has delivery centers in UAE, Australia, India and Singapore, and operates across the larger Water Tech Division and with the global Veolia Group, developing transversal initiatives and incorporating technologies and products from other divisions to its offer for the Energy Sector.

Job Description

Responsibilities:

  • Conduct comprehensive market research and benchmarking studies for employee benefits (internal/external)
  • Analyze current benefits structure and develop strategic improvement proposals
  • Prepare detailed cost analysis reports for benefits programs
  • Coordinate effectively with insurance providers and benefits vendors
  • Maintain comprehensive benefits documentation and employee communications
  • Support seamless implementation of harmonized HR policies
  • Assist in preparing employment contracts and offer letters with precision
  • Maintain accurate employee records and HR database management
  • Generate comprehensive HR reports and analytics as required
  • Support recruitment and onboarding processes
  • Handle employee queries regarding benefits and policies professionally
  • Assist in HR policy implementation and communication strategies
  • Oversee complete visa transition process from Abu Dhabi to Jebel Ali
  • Track and maintain real-time visa status updates
  • Coordinate effectively with EMEC for visa processing
  • Maintain comprehensive employee documentation for visa purposes
  • Coordinate with PRO for timely document submissions
  • Follow up proactively on pending applications
  • Maintain professional relationships with government offices
Qualifications
  • Bachelor's degree in Human Resources, Business Administration, or related field
  • Minimum 3+ years of experience in HR administration, preferably with benefits focus
  • Strong knowledge of UAE labor laws and benefits practices
  • Proven experience in benefits benchmarking and analysis
  • Fluent in English and Arabic (written and spoken)
  • Proficient in MS Excel and HR management systems
  • Strong analytical and research abilities
  • Excellence in data analysis and report preparation
  • Detail-oriented with exceptional documentation skills
  • Excellent communication and interpersonal abilities
  • Project management capabilities
  • Ability to handle confidential information with discretion
  • Strong time management and organizational skills
Additional Information

As an inclusive company, Veolia is committed to diversity and gives equal consideration to all applications, without discrimination.

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Administrative Officer

Dubai, Dubai Criticalservices

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Job Description

Address: 12th floor, Damac business tower, Business bay, Dubai

Administrative Officer Job Description:

We are currently seeking a skilled and proactive Administrative Officer to join our team and play a key role in ensuring the efficient and smooth operation of our office and administrative functions.

If you’re a motivated and well-organized individual with a passion for administrative excellence, we encourage you to apply. Join us in contributing to the efficient operation of our organization.

About CFS:

Critical Facilities Management Services LLC (CFS) belongs to MDS SI Holding, part of MIDIS Group. CFS is a leading provider of specialized services for critical infrastructure and facilities. With a commitment to reliability, efficiency, and safety, we offer a wide range of solutions tailored to the unique needs of industries that rely on uninterrupted operations, such as data centers, healthcare facilities, telecommunications networks, financial institutions, and more.

Responsibilities:
  1. Manage and coordinate administrative tasks, including document preparation, filing, and record-keeping.
  2. Organize and schedule meetings, appointments, and events, both internally and with external partners.
  3. Assist in the preparation of reports, presentations, and correspondence for management.
  4. Handle incoming calls, emails, and inquiries, directing them to the appropriate team members.
  5. Support HR functions, such as onboarding, employee records maintenance, and leave tracking.
  6. Maintain office supplies inventory, order supplies, and oversee office equipment maintenance.
  7. Assist in budget tracking, expense reporting, and invoicing.
  8. Coordinate travel arrangements and accommodation for staff when required.
  9. Collaborate with various teams to ensure smooth communication and coordination.
  10. Uphold and enforce company policies and procedures.
Preferred Qualifications:
  1. Bachelor's degree in Business Administration, Management, or a related field (or equivalent experience).
  2. 3 years of experience in administrative roles, with a strong track record of organization and efficiency.
  3. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  4. Excellent communication and interpersonal skills.
  5. Attention to detail and ability to multitask effectively.
  6. Strong problem-solving skills and the ability to work independently.
  7. Familiarity with HR processes and basic financial tasks is a plus.
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Full time

Dubai, UAE

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