Executive Secratary and Office Administration in AJMAN

Job Title: Executive Secretary & Operations Administrator
Location: Ajman, U.A.E.
Job Type: Full-time

Job Summary:
We are seeking a highly organized, proactive, and dual-skilled Executive Secretary & Operations Administrator. In this role, you will split your expertise between directly supporting our Director of Operations and managing the day-to-day administration of our office. You will act as the primary gatekeeper for the Director while simultaneously driving office efficiency, managing workflows, and coordinating cross-departmental administrative tasks.

Director & Executive Support (Secretary Duties)

• Executive Liaison: Provide comprehensive administrative assistance directly to the Director of Operations.
• Client Representation: Meet with prospective clients on behalf of the Director to initiate business relationships.
• Contract Management: Prepare agreements and official contracts, managing the end-to-end client follow-up process.
• Executive Accompaniment: Accompany the Director to important high-level meetings to provide real-time operational support.
• Calendar & Gatekeeping: Manage complex calendars, prioritize meeting requests, and screen incoming calls.
• Meeting Logistics: Coordinate operational meetings, prepare briefings, compile presentations, and record minutes.
• Travel Coordination: Arrange detailed travel itineraries, including flights, lodging, transit, and expense tracking.

Office & Facility Administration (Admin Duties)

• Invoicing & Accounts Receivable: Issue official invoices to clients and systematically follow up on outstanding payments.
• Office Workflows: Oversee daily operations, streamline admin processes, and maintain filing structures.
• Procurement & Inventory: Monitor, track, and order office stationery, kitchen supplies, and equipment.
• Financial Administration: Track office expenses, log department invoices, and assist with basic bookkeeping.
• HR & Onboarding Support: Assist HR with organizing local records and onboarding new staff.

Qualifications & Skills:

• Proven experience as an Executive Assistant, Office Administrator, or Senior Secretary.
• Exceptional organizational skills with the ability to multitask under tight deadlines.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace.
• High level of discretion, professionalism, and emotional intelligence when handling confidential data.
• Excellent verbal and written communication skills.

What We Offer:

• Competitive salary
• Health insurance.
• Paid time off and holidays.
• Opportunities for career progression within company operations.

Pay: Up to AED4,000.00 per month

Application Question(s):

• This role requires occasional travel to accompany the Director to high-level meetings. Are you able to travel
• your last/current salary
• Your expected salary for this job ?

Education:

• Bachelor's (Preferred)

Experience:

• supporting executives or Directors?: 2 years (Preferred)
• tally accounting or invoicing software: 2 years (Preferred)

License/Certification:

• Driving (Preferred)
• Residency/sponsored Visa (Preferred)

Willingness to travel:

• 25% (Preferred)

Work Location: In person