• Manage and prioritize daily tasks, ensuring timely completion of administrative duties such as scheduling appointments and organizing meetings.
• Maintain accurate records and databases, including filing systems and digital documents, to enhance information retrieval and streamline office operations.
• Coordinate office communications, including drafting and sending emails, memos, and reports, while maintaining a professional tone and clarity.
• Assist in the preparation of presentations and reports by compiling data and creating visually appealing slides, ensuring information is engaging and informative.
• Support financial processes by handling invoicing, expense reports, and budget tracking, contributing to efficient financial management.
• Provide customer service by responding to inquiries and resolving issues promptly, fostering positive relationships with clients and stakeholders.
• Facilitate onboarding processes for new employees by preparing orientation materials and coordinating training schedules, ensuring a smooth transition.
• Monitor office supplies and inventory, placing orders as needed to ensure the office remains well-equipped and operational.
• Organize company events, meetings, and travel arrangements, paying attention to detail to create seamless experiences for participants.
• Collaborate with team members and management to improve office efficiency and contribute to a positive workplace culture.

Job Title: Administrative Assistant

Location: Dubai

Department: Administration

Job Summary:

The Administrative Assistant will provide clerical and administrative support to ensure efficient operation of the office. This role involves handling documentation, coordinating with suppliers and clients, and assisting various departments with daily tasks. The ideal candidate should be organized, detail-oriented, and capable of multitasking in a fast-paced trading environment.

Key Responsibilities:

Administrative Support:

• Manage and organize office records, correspondence, and files.
• Prepare reports, presentations, and business documents as required.
• Handle incoming calls, emails, and inquiries professionally.
• Schedule meetings, appointments, and travel arrangements for executives.
• Assist in preparing quotations, invoices, and purchase orders.
• Maintain office supplies inventory and coordinate procurement.

Required Skills & Qualifications:

• Bachelor's degree or diploma in Business Administration, Commerce, or a related field.
• 2+ years of administrative experience, preferably in a trading company or related industry.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking skills.
• Excellent communication skills in English (additional languages are a plus).
• Ability to handle confidential information with discretion.
• Familiarity with procurement processes, shipping documentation, and inventory management is an advantage.

Additional Requirements:

• Ability to work independently and as part of a team.
• Strong problem-solving skills and attention to detail.
• Willingness to take on additional responsibilities as required.