Office Administrator & Executive Assistant to CEO

About This Role

We are looking for a detail-oriented and highly accountable professional to manage office administration and support the CEO in daily operations. This role requires strong ownership of administrative processes, vendor coordination, and seamless execution of operational tasks without constant supervision.

Key Responsibilities

1. Office Administration & Operations

• Manage day-to-day office operations ensuring smooth functioning
• Oversee office supplies including groceries, pantry items, water refills, and consumables
• Supervise office support staff (office boy) for cleanliness and upkeep
• Handle petty cash management with proper tracking and reporting
• Coordinate building-related matters including security and parking

2. Vehicle & Transport Management

• Manage Salik card recharges for all company-related vehicles
• Track and handle vehicle-related fines (Salik, parking, speeding, etc.)
• Coordinate regular car wash, servicing, and repair schedules
• Oversee driver management including salary coordination
• Allocate and manage driver duties (deliveries, pickups, etc.)

3. Banking & Financial Coordination

• Handle basic banking activities such as cash deposits and cheque deposits
• Maintain records of transactions and submit timely reports

4. Visa & Insurance Coordination (Critical Responsibility)

• Coordinate employee visa processing, renewals, and cancellations
• Liaise with PROs, government authorities, and external agencies
• Track visa expiry timelines and ensure zero delays or penalties
• Handle employee medical insurance enrollment, renewals, and claims coordination
• Maintain accurate records of all visa and insurance documentation

5. Executive Assistant to CEO

• Manage CEO’s calendar, meetings, and scheduling
• Coordinate travel, appointments, and internal/external meetings
• Track follow-ups on key tasks and ensure timely closure
• Handle confidential information with discretion
• Act as a coordination point between CEO and internal teams

Key Requirements

• 3–6 years of experience in Office Administration / Executive Assistant roles
• Strong organizational and multitasking abilities
• Good knowledge of vendor management and office operations
• Basic financial handling experience (petty cash, banking tasks)
• Proficiency in MS Office / Google Workspace
• High level of reliability and accountability

Pay: AED2,500.00 - AED3,500.00 per month

Work Location: In person