Job Description

Overall Purpose of the role

The Administrative Assistant is responsible for overall administrative support to the team, executives and the Owners. Administrative Assistant is running and coordinating the day-to-day administrative duties of the company.

Key Objectives

General office management matters

Housekeeping plan and daily follow-up

Communications

Appointments and Reservations

Agendas and Documents

HR and Finance support

People and Culture

Expectations & Responsibilities related to your role

1. COMMUNICATIONS

Timely and accurately handles correspondence and e-mails. Efficiently handles communication with staff members, management, the owners and clients, visitors and stakeholders. Accurately expediting urgent, confidential, and important correspondence to appropriate personnel as needed. Handle internal and external communications with grammatical accuracy, professional writing style and fast response.

2. APPOINTMENTS AND RESERVATIONS

Keeping Managers and the Owners calendars accurate. Making meeting reservations and facilitates a smoothness the flow. Keeping internal meetings accurate, making sure time and attendances are as per the schedule. Flight and hotel bookings for business travels for staff.

Other

Updates HR with documents as requested and in a timely manner. Takes responsibility for the validity of own documents including visa. Ensures all resource arrangements are informed and agreed with HR before proceeding. Interested in own and team health and well-being, contributes to office initiatives. Respects office and team timing.

4. AGENDAS AND DOCUMENTS

Prepares documents and agendas and distributes them in timely manner. Accurately prepares purchase requisitions. Keep tidye and organize internal and confidential files.

FINANCE AND HR

Manual staff attendances tracking.

Making sure biometrics fingerprint are taken for new staff.

Handles petty cash expenses and liquidations.

Supports HR administrative functions with the PRO and the UAE HR Unit.

Organize and maintain staff personal and confidential files.

Support HR and Finance Department Units in UAE with any related tasks and projects.

Person Profile

Education and Training

Degree educated - Bachelor in Administration, Management or similar

Excellent communications skills.

Excellent organizing skills.

Advanced MS Office skills.

Excellent command of written and spoken English.

Experience

Previous experience in office management

Proven experience supporting senior staff and executives

Proven experience supporting HR and Finance functions.

Industry Experience -

preferably reputable architecture practices, engineering or consultancy office

Years worked following graduation -

minimum 8 years

Personal Qualities

An enthusiasm for supporting business functions, "people's" person.

Enthusiasm for architecture and design.

An ambitious personality, capable of achieving.

Agility - flexible, addresses obstacles and is pro-active in finding rapid solutions.

Resilience.

Multi-task.

Able to work under pressure and to tight deadlines.

Role Summary

Office-based

Occasional travel may be required

Job Types: Full-time, Permanent