Job Summary: We are looking for a well-organized and reliable Administrative Executive to provide administrative and secretarial support to management and the office. The role involves coordinating schedules and meetings, managing documentation and records, handling office requirements, monitoring company-related renewals, and supporting smooth day-to-day operations.

KEY RESPONSIBILITIES

• Provide day-to-day administrative and secretarial support to management, employees, clients, and visitors.
• Manage calendars, appointments, meetings, conferences, and business events; prepare agendas, minutes, reports, presentations, correspondence, and follow-up action lists.
• Handle emails, phone calls, documents, complaints, and general administrative queries professionally and promptly.
• Maintain accurate physical and digital filing systems, databases, registers, and company records.
• Maintain and monitor records of company licenses, permits, lease agreements, certificates, vehicle documents, and other official documents, including renewal and expiry dates.
• Coordinate with HR, Accounts, Dispatch, and other departments on company-related notifications, renewals, fines, and administrative requirements.
• Monitor relevant government and official notifications, including vehicle fines, Salik, and company-related renewal reminders, and inform the concerned departments.
• Support Accounts with downloading invoices, Statements of Account (SOA), and related documents from the RAKEZ Portal.
• Assist management with approved legal and government fee payments and other administrative requirements.
• Coordinate office supplies, stationery, equipment, and essential procurement; monitor stock levels and arrange replenishment when required.
• Support management with travel arrangements, international travel agendas, conferences, and official appointments.
• Schedule and coordinate medical and other appointments for the owner/management when required.
• Coordinate with different departments, follow up on pending tasks, and ensure timely completion of assigned activities.
• Maintain confidentiality of company, management, employee, financial, and business information.
• Ensure the office remains organized, professional, and well maintained, and perform other duties assigned by management.

REQUIREMENTS

• Bachelor’s degree or Diploma in Business Administration, Secretarial Studies, or a related field.
• 2–4 years of experience in administration, secretarial work, office coordination, or a similar role; UAE experience is preferred.
• Good knowledge of Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook.
• Excellent written and verbal English communication skills; Arabic is an advantage.
• Strong organizational, time-management, multitasking, prioritization, and follow-up skills.
• Strong attention to detail, documentation, record-keeping, and confidentiality.
• Ability to work independently with minimum supervision and coordinate effectively with different departments.
• Professional appearance, positive attitude, reliability, adaptability, and discretion.