Office Assistant

The Role
An established IT company based in JLT (DMCC) is seeking a highly organized and proactive Office Assistant, who will be focused on administrative operations, coordination with external parties, and providing structured support to the CEO. Key responsibilities: Office Administration & Operations - Ensure smooth daily functioning of the office, including supplies, maintenance, and general office upkeep - Manage office bills, invoices, subscriptions, utilities, and other payments; track due dates and maintain organized records - Handle company renewals, cancellations, and related documentation in coordination with DMCC and relevant authorities - Liaise with service providers, building management, and external vendors - Maintain corporate records, licenses, registrations, and internal databases, ensuring documentation is accurate and up to date - Oversee electronic filing systems (Dropbox, Google Workspace), ensuring documents and records are properly structured and securely maintained Finance & Accounting Coordination -Track expenses and maintain proper documentation of invoices and payments -Assist in organizing financial documentation required for financial reporting Executive & Administrative Support - Provide administrative support to the CEO, including correspondence management, and document preparation - Assist with coordination related to the CEO’s properties, including documentation,payments, and follow-ups - Prepare and format reports, presentations, and spreadsheets

Requirements

• Proven experience as an Office Assistant, Administrative Assistant, or similar role in Dubai, UAE - Practical knowledge of Dubai administrative processes, including visa handling and company renewals - Experience working with DMCC is preferred - Proficiency in Microsoft Office (Word, Excel, PowerPoint) with strong formatting skills - Strong familiarity with Google Workspace (Docs, Sheets, Drive) and Dropbox - Excellent command of English (spoken and written) - Strong organizational skills, attention to detail, and ability to manage multiple tasks independently - High level of discretion and reliability in handling confidential information

About the company
Neo Vault is your trusted partner for cutting-edge IT solutions, designed specifically for trading companies. Headquartered in Dubai, UAE, we are a boutique-style enterprise committed to enhancing operational efficiency, transparency, and innovation in the trading industry.