Executive Assistant / Office & Administration Coordinator

Swisspro Business Solutions Llc-Fz

• Immigration & Visa Services

• Real Estate
• Our company is growing rapidly, and we are looking for an exceptional **Executive Assistant / Office & Administration Coordinator** who will work directly alongside our Managing Director and become a key member of our management team.
• This is much more than a traditional administrative position.
• We are looking for someone who enjoys taking responsibility, improving processes, solving problems and helping the company operate efficiently every day.

Swisspro Business Solutions Llc-Fz

Working Hours

09:00 AM – 06:00 PM

Position Overview

Main Responsibilitiesexecutive & Administrative Support

• Assist the Managing Director in daily operations
• Manage calendars, meetings and administrative follow-up
• Prepare correspondence, reports and presentations
• Organise digital and physical filing systems
• Maintain structured company documentation
• Follow up on outstanding administrative tasks
• Ensure documents are properly archived and easily accessible

Office Management

Responsibilities Include

• Daily inspection of the office
• Managing office supplies and inventory
• Ordering stationery and consumables
• Coordinating suppliers when necessary
• Maintaining an organised and professional working environment
• When clients visit our offices, you will occasionally prepare the meeting room, ensure refreshments are available and welcome visitors professionally.
• These meetings are not frequent but maintaining a high standard of hospitality is important.

Human Resources Administration

• You will coordinate many internal HR processes, including:
• Employee leave management
• Vacation planning
• Attendance monitoring
• Employee files
• Insurance administration
• HR documentation
• Maintaining confidential personnel records

Crm Management

• SwissPro uses **Zoho CRM**.
• You will:
• Maintain CRM data quality
• Update client information
• Produce reports
• Analyse CRM activity
• Identify improvements
• Suggest new ideas to improve efficiency and client follow-up
• We expect someone who thinks beyond data entry and actively contributes ideas to improve our organisation.

Internal Coordination

• One of your most important responsibilities will be coordinating communication between departments.
• You will ensure the smooth follow-up of client files between:
• Operations
• Accounting
• Compliance
• Management
• You will monitor outstanding actions, remind team members when necessary and help ensure that nothing is forgotten.

Operational Support

• Depending on priorities, you may also assist with:
• Preparing invoices
• Organising client documentation
• Coordinating internal projects
• Following up with suppliers
• Supporting management with confidential assignments
• As the company grows, your responsibilities will continue to evolve.

Who We Are Looking For

• We are searching for someone who is:
• Highly organised
• Extremely proactive
• Reliable
• Trustworthy
• Dynamic
• Positive
• Fast learner
• Solution-oriented
• Able to anticipate problems before they happen
• Comfortable working independently
• Excellent at multitasking
• Calm under pressure
• Curious and eager to continuously improve
• Most importantly, we are looking for someone who enjoys taking ownership and becoming an indispensable part of the company.

Our Culture

• SwissPro is a Swiss company.
• Precision is part of our DNA.
• Our founder spent more than **35 years in Swiss private banking**, where discipline, organisation, professionalism and attention to detail were essential every single day.
• We value people who:
• Take initiative
• Understand instructions quickly
• Deliver work with precision
• Think ahead
• Solve problems independently
• Continuously improve our organisation
• We maintain high standards because our clients expect excellence.
• In return, we provide a respectful, supportive and professional working environment where initiative and good work are recognised.

Preferred Qualifications Include

• Previous experience as an Executive Assistant, Personal Assistant or Office Manager
• Strong organisational skills
• Excellent Microsoft Office skills
• Advanced Excel knowledge is an advantage
• Experience with Zoho CRM is highly desirable
• Comfortable using AI tools such as ChatGPT
• Excellent English (spoken and written)
• Additional languages are an advantage

Career Growth

• This is a long-term opportunity.
• As SwissPro continues to expand, this position may evolve into:
• Executive Assistant
• Office Manager
• Administration Manager
• Operations Coordinator

• Chief Administrative Officer

What We Offer

• Competitive salary based on experience
• Direct collaboration with the Managing Director
• Modern office next to Dubai Mall Metro
• International working environment
• Significant autonomy and responsibility
• Continuous learning opportunities
• Long-term career development within a rapidly growing Swiss company

Apply Now

Swisspro Business Solutions Llc-Fz