We are seeking a highly experienced and professional Office Administrator/Executive Assistant to assist senior management. The ideal candidate is capable, efficient, organized, punctual, and courteous, with the ability to manage various administrative tasks with precision and professionalism.
Workdays: Monday to Friday, 9 AM – 6 PM (Flexible hours and weekend availability as required)
Location: Based in or willing to relocate to the city limits of Dubai
Driving License: UAE driving license and own car required
Experience: 5+ years in administrative roles, with a minimum of 2 years in Dubai
Language: Fluent in English
Systems: Strong proficiency in technology (inter/intranet, business software, applications, operating systems)
Age Bracket: Early thirties to early forties
Core Responsibilities:
- DMCC Company Management: Oversee company license renewals, corporate upkeep, and PRO tasks such as employee visas, medicals, and maintaining updated employee files.
- Permissions & Approvals: Obtain permissions, NOCs, or approvals from DMCC and other authorities (e.g., RERA, DEWA, Du/Etisalat).
- Offshore Company Management: Manage offshore companies, including understanding regulations, filing requirements, and deadlines. Handle declarations and due diligence requests.
- Documentation Control: Ensure all company documentation is current and properly maintained.
- Financial Management: Record transactions in accounting systems and prepare annual financial statements according to IFRS and DMCC standards.
- Banking Relationships: Manage banking accounts, including opening/closing accounts, KYC reporting, and ensuring compliance with banking regulations.
- Supplier & Invoice Management: Handle supplier accounts, process payments via banking platforms, and manage petty cash.
- Management Accounts: Prepare management accounts for offshore entities and file corporate income tax returns with the FTA.
- WPS Salary Files: Submit WPS salary files to ensure timely salary payments.
- Office Maintenance: Oversee office maintenance, ensuring IT systems such as internet, telephones, computers, printers, and other hardware are fully functional.
- Stock Management: Ensure office supplies and consumables are well-stocked and up to date.
- Lease Management: Handle office lease agreements and stay current with RERA regulations.
- Recruitment: Conduct candidate search, screening, initial interviews, and provide shortlists of top candidates.
- Vendor Management: Source and correspond with local and international lawyers, accountants, corporate service providers, and consultants.
- Legal Document Management: Manage the execution of basic legal documents, such as NDAs, property leases, consultancy agreements, etc.
- Personal Administration: Oversee the employer's personal documents, KYC, utilities, medical and other insurances, vehicle registrations, and related tasks.