Administrator – Chairman’s Office

Company Overview

A real estate investment advisory and management firm, managing ownership, as well as external investors property investments in the region

Job Summary

We are seeking a highly organized, proactive, and detail-oriented Administrator to support the Chairman’s Office in Dubai. The ideal candidate will have 4-6 years of relevant administrative experience, strong coordination abilities, and the capability to manage executive schedules, cross-departmental communication, IT coordination, and overall office administration.

This role requires professionalism, confidentiality, and the ability to manage multiple priorities in a corporate environment.

Key Responsibilities

1. Executive & Calendar Management

• Manage and maintain the Chairman’s calendar, scheduling meetings, appointments, and travel arrangements.
• Coordinate domestic and international travel including flights, accommodation, visas, and itineraries.
• Screen and manage incoming calls, emails, and correspondence.
• Draft emails, letters, memos, and official communication.
• Maintain follow-up trackers for action items and key deliverables.

2. Cross-Functional Coordination

• Act as a central point of contact between the Chairman’s Office and internal departments.
• Liaise with external stakeholders, partners, vendors, and clients professionally.
• Ensure smooth information flow across departments.
• Coordinate and schedule leadership, board, and management meetings.
• Record minutes of meetings and circulate action points.
• Track deadlines and follow up on pending matters.

3. IT & Systems Coordination

• Coordinate IT requirements including system access, laptop/mobile setup, email configuration, and software installations.
• Liaise with IT vendors and service providers for troubleshooting and upgrades.
• Ensure office equipment (printers, laptops, phones, meeting room systems) is functional.
• Assist with onboarding IT setup for new joiners.
• Maintain records of IT assets and subscriptions where required.
• Liaise with telecommunication vendors (Du/Etisalat) for troubleshooting and upgrades.

4. General Administration & Office Management

• Oversee daily administrative operations of the Chairman’s Office.
• Coordinate with the PRO for visa processing, renewals, cancellations, Emirates ID applications, labor/immigration documentation, and other government-related formalities.
• Support documentation for trade license renewals and other regulatory requirements in coordination with the PRO.
• Maintain organized filing systems (physical and digital).
• Handle procurement of office supplies and coordinate with vendors.
• Process expense claims and maintain expense records.
• Support document control and record management.
• Ensure compliance with company policies and procedures.
• Assist with contract documentation and renewals where applicable.
• Coordinate courier services and document dispatch.
• Making property service charge payments.

5. Generic Administrative Responsibilities

• Maintain strict confidentiality of sensitive information.
• Support company events, leadership visits, and internal functions.
• Maintain professional relationships with clients and stakeholders.
• Provide backup administrative support to other departments if required.
• Ensure reception coverage or support front-office operations

Skills & Competencies

• Excellent organizational and time management skills.
• Strong multitasking and prioritization abilities.
• Professional communication and interpersonal skills.
• High level of discretion and integrity.
• Strong coordination and follow-up skills.
• Problem-solving mindset and proactive attitude.
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with office management systems is an advantage.
• Basic understanding of IT systems and troubleshooting.

Qualifications

• Bachelor’s degree in business administration or related field preferred.
• 4–6 years of experience in administrative or executive support roles.
• Experience supporting senior leadership preferred.
• UAE experience preferred.

Reporting Line: Chairman / Executive Leadership

• Education: Bachelors / Master's Degree
• Candidate Preference: Female candidates preferred
• Availability: Candidates who can join immediately will be prioritized

Job Type: Full-time

Pay: AED5,000.00 - AED7,000.00 per month

Application Question(s):

• Current visa status?
• How many years of administrative experience do you have in the UAE real estate or property sector?
• When are you available to join if selected?

Location:

• Dubai (Required)