Office Administrator

Job Description: Executive Assistant to the CEO (Admin cum PRO/HR/Travel/Freight)Position Overview

We are seeking a highly organized and proactive Executive Assistant to the CEO who will manage a wide range of administrative, HR, PRO, travel, and freight-related responsibilities. This role requires exceptional multitasking skills, attention to detail, and the ability to handle confidential matters with discretion. The ideal candidate will serve as a trusted partner to the CEO, ensuring smooth operations across administration, HR, visa processing, travel arrangements, freight handling, and government liaison activities.

Key Responsibilities1. Executive Support

• Provide comprehensive administrative assistance to the CEO, including calendar management, scheduling, and correspondence.
• Prepare reports, presentations, and meeting materials.
• Act as the primary point of contact between the CEO and internal/external stakeholders.

2. Administration & HR

• Oversee office administration, documentation, and record-keeping.
• Support HR functions such as onboarding, employee records, and leave management.
• Assist in drafting HR policies and coordinating staff welfare initiatives.

3. PRO & Government Liaison

• Handle visa applications, renewals, cancellations, and labor card processing.
• Manage passport renewals, Emirates ID applications, and other government-related documentation.
• Liaise with government authorities, ministries, and free zone offices to ensure compliance with regulations.

4. Travel & Logistics

• Arrange international and domestic travel for the CEO and staff, including flight bookings, hotel reservations, and transportation.
• Ensure timely processing of travel documents and approvals.
• Maintain travel expense records and reconcile reimbursements.

5. Freight Handling

• Coordinate import and export shipments, ensuring compliance with customs regulations.
• Liaise with freight forwarders, shipping lines, and logistics partners to manage cargo movements.
• Prepare and verify shipping documentation, including bills of lading, invoices, and customs declarations.
• Track shipments and resolve any delays or issues to ensure timely delivery.
• Maintain records of freight costs and support cost optimization initiatives.

6. Other Duties

• Coordinate company events, meetings, and conferences.
• Maintain confidentiality of sensitive information.
• Support ad hoc projects and assignments as directed by the CEO.

Qualifications & Skills

• Bachelor’s degree in Business Administration, HR, Logistics, or related field.
• Minimum 2 years of experience in executive assistance, administration, PRO/HR, and freight/logistics roles.
• Strong knowledge of UAE labor laws, visa procedures, customs regulations, and government portals.
• Excellent communication skills in English (Arabic is an advantage).
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• High level of organizational skills, discretion, and professionalism.
• Ability to work independently and manage multiple priorities.

Job Type: Full-time

Pay: From AED3,500.00 per month