Job Description

Job Title: Administrative Assistant / Secretary (with UAE PRO Experience)

Job Summary

The Administrative Assistant/Secretary with UAE PRO experience provides administrative, clerical, and organizational support, while also handling government-related tasks such as visa processing, labor applications, and documentation required by UAE authorities. This role ensures the smooth operation of the office and compliance with UAE regulations.

Key Responsibilities

General Administrative Duties

Manage incoming calls, emails, and correspondence; route inquiries appropriately. Schedule and coordinate meetings, appointments, and travel arrangements. Prepare and update documents, letters, reports, and presentations. Maintain organized filing systems (digital and physical) for office and personnel records. Greet and assist visitors, clients, and staff professionally. Monitor and order office supplies; coordinate with vendors when needed. Draft meeting agendas, take minutes, and follow up on action items. Maintain calendars, reminders, and deadline tracking for management. Handle confidential information with discretion.

UAE PRO (Public Relations Officer) Duties

Process and oversee visa applications, renewals, cancellations, and residency procedures for employees and dependents. Handle Emirates ID applications, medical fitness tests, and related appointments. Manage company licensing, renewal of trade licenses, and approvals with free zones or mainland authorities. Coordinate with government portals such as MOHRE, GDRFA, ICP, Tasheel, Amer, and other UAE government platforms. Prepare and submit labor contracts, employment offers, and government forms. Ensure compliance with UAE labor laws, immigration regulations, and company policies. Visit government offices when required for document submissions, attestations, or collections. Maintain up-to-date records of employee visas, passports, and license expiry dates.

Qualifications

High school diploma or equivalent; diploma/degree in Office Administration is an advantage.

Minimum 3-5 years of experience in administrative roles with proven UAE PRO responsibilities.

Strong knowledge of UAE labor laws, visa processes, and government portals. Proficiency in MS Office (Word, Excel, PowerPoint, Outlook). Excellent communication skills in English; Arabic knowledge is a plus. Strong organizational and multitasking abilities. High attention to detail and professionalism. Ability to work independently and manage deadlines.

Key Skills

UAE government procedures (visa, labor, licensing) Time management and multitasking Customer service and communication Document control and data entry Confidentiality and discretion Problem-solving and follow-up skills

Work Environment

Office-based role with occasional visits to government service centers. May require flexible hours during busy periods or urgent submissions.
Job Type: Full-time

Education:

Bachelor's (Required)
Experience:

Admin/PRO in UAE: 5 years (Required)
Willingness to travel:

* 100% (Required)