Administrator - Executive Assistant

Job Purpose

Executive Support

• Provide full administrative and secretarial support to the Head of City Care.
• Manage the Head of Department's calendar, meetings and appointments.
• Coordinate internal and external meetings.
• Prepare meeting agendas and circulate documentation.
• Record meeting minutes and follow up on action items.
• Screen telephone calls and correspondence.
• Draft professional emails, letters and internal communications.
• Maintain confidential records and files.
• Coordinate travel arrangements, accommodation and itineraries when required.
• Manage daily priorities and assist with workload planning.

Administrative Duties

• Maintain company filing systems (electronic and physical).
• Prepare reports, presentations and business documents.
• Handle incoming and outgoing correspondence.
• Maintain company registers and administrative records.
• Coordinate courier services and deliveries.
• Order and maintain office stationery and supplies.
• Ensure office administration is organized and efficient.
• Monitor expiry dates of important company documents and licenses.

Operations Administration

• Provide administrative support to all operational departments including:
• Security Services
• Cleaning Services
• Pest Control
• Rope Access
• Specialist Services

Responsibilities Include

• Preparing deployment documents.
• Maintaining operational records.
• Assisting with mobilisation of new contracts.
• Preparing staff lists.
• Updating operational trackers.
• Coordinating with supervisors.
• Assisting with manpower planning.
• Maintaining client documentation.

Contract Administration

• Prepare quotations using company templates.
• Prepare proposals and presentations.
• Draft contracts and addendums.
• Track contract expiry dates.
• Coordinate contract renewals.
• Maintain contract database.
• Maintain client document register.

Sales & Business Development Support

• Prepare client presentations.
• Assist with tender submissions.
• Coordinate proposal documentation.
• Maintain CRM database.
• Update sales pipeline.
• Arrange client meetings.
• Follow up outstanding proposals.
• Prepare sales reports.

Hr & Staff Administration

• Assist HR and Operations with:
• Employee documentation.
• Leave records.
• Attendance records.
• Staff files.
• Visa documentation.
• Uniform issue records.
• Training records.
• SIRA licence tracking.
• Medical and Emirates ID expiry tracking.
• Onboarding documentation.
• Exit documentation.

Procurement Administration

• Obtain quotations from suppliers.
• Prepare comparison sheets.
• Raise purchase requests.
• Track deliveries.
• Maintain supplier database.
• Coordinate with vendors.
• Maintain inventory records.

Finance Administration

• Liaise with Finance regarding:
• Client invoicing.
• Timesheet submission.
• Purchase orders.
• Payment follow-ups.
• Receivable trackers.
• Expense records.
• Monthly reports.

Document Control

• Maintain company document control system.
• Ensure latest document versions are used.
• Archive historical records.
• Maintain proposal library.
• Maintain policy library.
• Maintain ISO documentation where applicable.
• Document tracker for movement from City Care to other departments

Client Coordination

• Respond to client enquiries.
• Coordinate client meetings.
• Prepare meeting documentation.
• Follow up client requests.
• Escalate urgent operational matters.
• Maintain client contact database.

Reporting

• Prepare regular reports including:
• Weekly administration reports.
• Sales support reports.
• Contract expiry reports.
• Staff movement reports.
• Client follow-up reports.
• Procurement reports.
• Executive summaries.

Personal Assistant Responsibilities

• Manage confidential correspondence.
• Prioritise daily activities for the Head of City Care.
• Prepare daily schedules.
• Organise meetings and reminders.
• Coordinate follow-ups with internal departments.
• Prepare briefing notes before meetings.
• Assist with presentation preparation.
• Handle sensitive information professionally.
• Ensure all action items assigned by the Head of City Care are tracked until completion.
• Act as the first point of contact for matters directed to the Head of City Care.

Required Skills

• Excellent written and spoken English.
• Strong organisational skills.
• Exceptional attention to detail.
• Excellent time management.
• Professional communication skills.
• High level of confidentiality.
• Ability to multitask.
• Ability to prioritise work independently.
• Strong interpersonal skills.
• Problem-solving mindset.
• Professional telephone etiquette.
• Arabic language skills would be advantageous.

Computer Skills

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Teams
• SharePoint
• Adobe Acrobat
• CRM systems
• ERP systems (preferred)

Qualifications

• Bachelor's Degree or Diploma in Business Administration or related field.
• Minimum 3–5 years of administrative experience.
• Previous experience supporting senior management is preferred.
• Experience within Facility Management, Security Services or a related service industry is advantageous.
• Pay: AED6,000.00 - AED7,000.00 per month