Office Assistant Full-time Job

The Office Assistant position will provide reception, clerical, and administrative support for the office in Dubai.

Responsibilities include scheduling meetings, assembling/distributing agenda and meeting materials, creating/updating spreadsheets, scanning, copying, filing, shredding, answering phones, delivery of documents, managing/scheduling the office conference room and special projects as requested.

In addition, this position will help with fiscal duties such as data tracking and purchasing as well as related financial responsibilities.

This position will also support with the scheduling needs of a few members of the Business Unit Leadership Team

Responsibilities:

Organize complex international travel arrangements including all visas and itineraries.

Booking accommodation, meeting rooms.

Organize timely itineraries for any overseas visitors by booking appropriate meeting facilities/hotel accommodation/ground transport/events/dinners.

Processing all expenses for the Leadership Team members under the scope.

Maintain tight control and provide visibility to management over the office overheads in order to prevent big and unnecessary expenses.

Providing support for office events, townhall meetings and various activities to contribute to a vibrant office culture,

Primary role involves the management of the reception area, serving as the initial point of contact for visitors, clients, and employees, consistently presenting a welcoming and professional image for the organization.

Responsible for tasks related to meeting room booking, visitor parking arrangements, and coordination of access cards with the building management.

Assisting Leadership team members in the scheduling of appointments, arranging meetings and facilitating conference calls as part of daily responsibilities.

Responsible for the procurement, organization, and maintenance of office supplies and equipment to ensure smooth operations.

Overseeing the office cleaning staff and maintaining a clean and secure office environment to promote safety and productivity.

Taking charge of courier arrangements and efficiently managing the receipt, sorting, and distribution of mail and packages.

Requirements:

2-5 years’ experience in a similar role with relevant experience

Positive, open minded, willing to help & support

Ability to liaise & build working relationships with key groups within different departments

Support & promote a positive, energizing, optimistic, & fun environment

Ability to balance priorities and work on multiple tasks, getting work done in an effective& efficient manner

Operational oriented & have a “can-do” attitude & drive to get the job done

Negotiation skills applied with different vendors

Ability & preparedness to make decisions, accept responsibility and take the initiative

Able to access & process information on a range of topics, using appropriate search & analysis techniques explain it to others & apply this knowledge when required

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