Administrative Assistant

Overview

Office & Operations Management

• Oversee daily human resources operations, ensuring smooth workflow and efficiency.
• Supervise and delegate tasks to office assistants, ensuring productivity and adherence to company policies.
• Maintain office supplies, equipment, and overall office infrastructure.
• Ensure compliance with health and safety regulations in the workplace.
• Coordinate onboarding and offboarding tasks during the employee life cycle.
• Provide timely information and assistance to all colleagues regarding policies and procedures in the workplace.
• Prepare offer letters and issue regrets to candidates not selected during the recruitment cycle.
• Maintain attendance records of different departments and assist in monthly payroll activity.
• Coordinate and block office meetings and interviews with candidates.
• Processing invoices and ensuring timely payments to vendors, in relation to overall office and human resource requirements.
• Prepare employee census information for the medical insurance renewal and other related documents required in the process.
• To coordinate the medical insurance additions and deletions in a timely manner.
• Assisting with filing and ensuring auditory/legal compliance in all areas of human resources.
• Assist in maintaining overall Human Resources documentation and filing.
• To be able to respond to employee queries during the day.
• Assist in any HR projects where support is required.

Trade License Renewals & Legal Compliance

• This role requires a strong understanding of
• trade license renewals for both Freezone and Mainland entities
• in Dubai.
• Handle
• trade license renewals
• for Freezone and Mainland businesses, ensuring timely renewals and compliance with UAE regulations.
• Coordinate with government authorities. Provide legal assistance to the functional/department head.
• Ensure the legal issues are recognized, understood and provide strategic legal advice to the team / senior management.
• Assist the organization in compliance with respect to government guidelines and norms.
• Maintain updated records of company documents, visas, and other contracts.
• Provide legal assistance to the functional/department head.
• Ensure the legal issues are recognized, understood and provide strategic legal advice to the team / senior management
• Assist the organization in compliance with respect to government guidelines and norms

HR & Admin Support

• Support management in policy implementation.
• Handle management of personal staff admin requests, including household staff coordination, bill payments, and other personal administrative tasks.
• Manage petty cash, office expenses, and vendor payments.

Travel & Hospitality Management

• Assistant in
• travel bookings, flight reservations, hotel accommodation, and transportation
• for C-Level staff.
• Coordinate with travel agencies and service providers to ensure smooth travel experiences.
• Manage visa applications and travel-related documentation for senior executives.

Communication & Coordination

• Act as a point of contact between management, staff, and external stakeholders.
• Ensure smooth coordination between different departments for operational efficiency.
• Manage confidential business documents and communications with discretion.
• Additionally, the role involves handling
• courier bookings, office access cards, management’s personal staff admin requests, and travel arrangements for senior management
• .