Personal Assistant/Secretary

Location: UAE
Type: Part-time remote

About the Role

We are looking for a proactive and organized Remote Personal Assistant to support our growing interior fragrance and custom gifts business. This role involves daily coordination with clients, suppliers, consignment shop staff, and internal teams to ensure smooth operations from design to delivery.

Key Responsibilities

Accounting & Administrative Support:

• Share invoices with the accounting team as needed.
• Track incoming and outgoing payments and maintain up-to-date records.
• Support in preparing inventory summaries

Supplier & Production Liaison:

• Work closely with printing and packaging suppliers — follow up on production timelines, troubleshoot issues, and ensure quality.
• Create and review designs, dyelines
• Coordinate sampling, approvals, and production tracking.

Client & Project Coordination:

• Communicate with B2B clients interested in custom interior fragrance products (candles, diffusers, sprays, etc.).
• Gather project details, prepare quotations, and follow up professionally.
• Coordinate with retail clients and ensure smooth order handling.

E-Commerce Operations:

• Create and update product listings on Namshi and Amazon.
• Manage product descriptions, pricing, and images accurately.
• Monitor inventory levels, coordinate restocking, and maintain records.

Consignment Shop Coordination:

• Liaise with shop staff to track stock movements, new arrivals, and sold items.
• Ensure the shop inventory matches the central database.
• Support with merchandising updates and communication on new collections or campaigns.

Requirements

• Proven experience in administration, project coordination, or business support.
• Experience working with printing and packaging suppliers.
• Basic graphic design knowledge (Adobe Illustrator) is a plus.
• Strong understanding of designs, dyelines, and printing processes (mandatory).
• Excellent communication skills and professional client handling.
• Familiarity with online marketplaces (Amazon, Noon, Namshi).
• Proficiency in Excel / Google Sheets / invoicing tools.
• Detail-oriented, organized, and able to manage multiple priorities independently.

Job Type: Part-time

Pay: AED3,000.00 per month

Experience:

• administration: 1 year (Required)
• invoicing / accounting: 1 year (Required)
• supplier coordination: 1 year (Required)