Executive Assistant cum Admin IT Assistant

Job Title: Secretary Cum Admin IT Assistant

Industry: Steel Manufacturing
Reports To: Managing Director

Location: Ras al Khaimah, United Arab Emirates

Job Summary

We are seeking a highly organized, proactive, and detail-oriented Secretary Cum Admin to provide comprehensive secretarial and administrative support to management while ensuring smooth day-to-day office operations. The ideal candidate will be efficient, trustworthy, and capable of multitasking in a fast-paced environment.

Key Responsibilities

1. Secretarial & Executive Support

• Manage and maintain executive schedules, appointments, and meetings
• Organize and coordinate internal and external meetings
• Preparing personal itinerary, checking flights, arrange tourist and/ or business visa of the Managing Directors, etc.
• Handling personal property payments such as property service charges, DEWA, maintenance expenses, if any, and other utility bills
• Raise maintenance tickets with the Wasl Properties for any non-functioning or damaged amenities
• Screen and prioritize calls, emails, and other communications
• Handle confidential documents and information with discretion
• Coordinate travel arrangements, bookings, and itineraries of the MD's family
• Follow up on tasks, deadlines, and key deliverables on behalf of management
• Prepare presentations, reports, dashboards, and management summaries.

2. Office Administration & Operations

• Oversee daily office operations and ensure smooth workflow
• Prepare meeting agendas, record minutes, and circulate action points
• Updating organizational charts accordingly.
• Assist and provide documents request for ISO and other steel certifications.
• Handling and monitoring the website page and LinkedIn Company Page
• Maintain organized filing systems (physical and digital)
• Implement and maintain administrative procedures and office policies
• Monitor office cleanliness, maintenance, and facility requirements
• Liaise with building management and maintenance vendors
• Coordinate office space planning and internal arrangements
• Organize company events, meetings, and team activities
• Manage office supplies inventory and procurement
• Serve as the primary point of contact between clients, vendors, and external stakeholders
• Handle visitor reception and front-office coordination
• Ensure timely dissemination of information across departments
• Maintain and update company databases (clients and vendors)
• Prepare contracts, agreements, and official documentation for review
• Track document approvals and maintain version control
• Ensure compliance with documentation standards and internal controls
• Coordinate office equipment and system issues
• Maintain inventory of office equipment (computers, printers, etc.)
• Assist staff with basic system access and coordination requests
• Payment assistance to the Managing Director such as Legal fees and any other government fees required.
• Notify dispatch for vehicle fines received via SMS (RAK Fine, Dubai Police, AUH Traffic, and the RTA Salik balance notification).
• Notify HR for any related renewals, UAE finesSMS notification (MOI, MOFA, IT, FTA, MOHRE, EHS, RAK GRA, ICP, ICP, HFZA gatepass, RAK PO Box - Emirates Post, etc.

3. Financial & Purchasing Support

• Assist in collecting invoices, expense claims, and purchase orders
• Maintain and track administrative expense records
• Obtain and summarize quotations, coordinate vendor comparisons and price negotiations
• Prepare basic financial summaries and expense reports

4. HR & Employee Support

• Drafting job description for review of HR and Management.
• Coordinate recruitment activities (schedule interviews, communicate with candidates, and interviewers)
• Prepare new joined applicants’ documents and assist with onboarding

Required Qualifications

• Diploma or Bachelor’s Degree in Business Administration or related field
• 1-2 years UAE experience as a Secretary, Administrative Assistant, or similar role
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• Excellent written and verbal communication skills
• Strong organizational and time-management abilities
• Ability to multitask and prioritize effectively

Preferred Skills

• Experience with office management software
• Strong problem-solving skills
• Ability to work independently and collaboratively
• Attention to detail and accuracy
• Strong knowledge in

Key Competencies

• Confidentiality and discretion
• Initiative and proactiveness
• Strong interpersonal skills
• Professional demeanor
• Reliability and accountability

Job Types: Full-time, Contract
Contract length: 24 months

Application Question(s):

• Are you able to start immediately? Yes / No

If not immediately, then what notice period?

• Current / Recent Salary (AED)?
• Expected Salary (AED)?
• What is your visa type and visa expiry date?
• Are you located in Ras al Khaimah? Yes or no?

Experience:

• Secretary cum Admin : 2 years (Required)