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.