Office Administrator & Executive Assistant to CEO

Overview

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