Operations & Administration Executive

Administration Executive Support

• Calendar Management Coordinate executive schedules and international meetings across time zones
• Information Flow Filter manage and process correspondence and data promptly
• Meeting Support Attend strategic meetings record accurate minutes and distribute action items
• Documentation Support Draft presentation slides memos meeting notes and official announcements
• Travel Coordination Arrange comprehensive global travel logistics including flights lodging visas and transport
• Guest Relations Welcome a diverse range of corporate visitors with a professional demeanor
• Compliance Licensing Track and renew corporate tenancy contracts trade licenses insurances and registrations
• Legal Records Securely organize legal documents including Memorandums of Understanding MOUs and board resolutions
• Facility Safety Oversee workplace security manage maintenance repairs and ensure adherence to UAE government regulations

• Talent Acquisition Manage the end-to-end recruitment selection and onboarding process
• Employee Lifecycle Documentation Issue offers appointment letters promotions and warning notices
• Visa Processing Coordinate applications renewals and cancellations via DMCC and Dubai Trade portals
• Payroll Attendance Track attendance data to systematically calculate and release timely employee salaries
• Policy Enforcement Implement organization-wide policies and design new procedural systems for continuous improvement
• Offboarding Complete accurate end-of-service settlements for exiting staff
• File Retention Maintain highly confidential organized and up-to-date employee records

• Bookkeeping Maintain accurate financial books of accounts and track bank balances
• Cash Management Supervise petty cash flows company credit cards and related financial records
• Accounts Payable Verify supplier invoices and execute local and international online bank transfers
• Accounts Receivable Prepare statements of accounts and proactively follow up on client payments
• Expense Claims Validate and process employee reimbursement requests according to entitlements
• Procurement Source vendor rates to secure the most cost-effective terms for corporate purchases
• Banking Audits Coordinate trade finance transactions and pull data to resolve auditor queries

• Order Monitoring Track and monitor outgoing orders and dispatch pipelines to guarantee seamless order fulfillment
• Technical Issue Management Verify and process technical feedback alarm notes product issues and development updates
• Regional Compliance Drive product vendor and government listing processes across the Middle East and CIS territories
• Shipment Documentation Partner with the Logistics Head to accurately process critical shipping documents orders and dispatches
• Banking Logistics Prepare and process complex banking documentation required for international shipments

Core Experience & Education

Education:

Bachelor’s degree in Business Administration, Management, or a related field.

Experience:

2 to 5 years of proven experience in office administration, operations management, or executive support.

Local Knowledge:
For roles in the UAE, prior experience handling local vendor management, freezone or mainland labor regulations, and corporate compliance is highly valued. [1, 2, 3, 4, 5]

Essential Technical Skills Software Proficiency:
Advanced knowledge of Microsoft Office 365 (Word, Excel, PowerPoint) and Google Workspace.

ERP & CRM Tools:
Familiarity with systems like SAP, Oracle, Zoho, or Salesforce to track inventory, workflows, or client data.

Data Management:
Ability to generate, analyze, and present operational reports and dashboards.

Financial Basics:
Experience with basic bookkeeping, petty cash management, and processing invoices. [1, 2, 3, 4, 5]

Key Soft Skills & Attributes Multitasking & Prioritisation:
Ability to manage multiple moving parts, from scheduling meetings to resolving facilities issues, without dropping the ball. [1, 2]Problem-Solving: A proactive mindset to resolve daily operational bottlenecks independently. [1]Communication:
Strong verbal and written communication skills to liaise with internal departments, external vendors, and high-level executives. [1, 2, 3, 4, 5]Discretion:
High level of integrity and confidentiality when handling sensitive corporate data or HR documentation. [1, 2, 3]

Core Responsibilities to Screen For Managing day-to-day office operations, logistics, and facilities maintenance.

Coordinating travel arrangements, visa processing, and corporate calendar schedules.

Streamlining internal workflows and updating operational policy documentation.