executive assistant Jobs in Dubai United Arab Emirates

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administrative assistant Jobs in Dubai United Arab Emirates

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office assistant Jobs in Dubai United Arab Emirates

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admin assistant Jobs in Dubai United Arab Emirates

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administrative specialist

Wintang Network DMCC

Sales Coordination:

· Serve as the primary administrative support for the sales team and management.
· Review and track sales orders, ensuring accuracy and timely delivery.
· Checking sales proposals, presentations, and contracts.
· Coordinate and schedule sales meetings, and other sales-related events.


Accounting & Financial Support:

· Manage and oversee accounts payable and accounts receivable processes, including invoicing, collections, and vendor payments.
· Process expense reports and track company expenditures, ensuring compliance with financial policies.
· Perform bank and account reconciliations, identifying and resolving any discrepancies.
· Preparing of financial reports, budgets, and statements.
· Maintain accurate and organized financial records, both physical and digital.
· Preparing financial report for Audit.
 

General Administrative Duties:

· Manage calendars, schedule appointments, and coordinate travel arrangements for key personnel.
· Draft and proofread professional correspondence, reports, and other business documents.
· Handle confidential information with discretion and professionalism.
· Maintain an organized filing system for all sales and accounting documents.
· Field phone calls, respond to emails, and address inquiries from clients, vendors, and internal staff.

Administrative Specialist

Grand Cryo wellness DMCC

Job Title: Operations Specialist / Laboratory AdministratorReports to: Laboratory Director / Head of OperationsLocation: Dubai, UAEPosition Type: Full-TimePosition SummaryWe are seeking a highly organized, proactive, and versatile Operations Specialist / Laboratory Administrator to serve as the central administrative and operational hub for our facility.This critical, multi-faceted role ensures the smooth day-to-day running of our office, provides exceptional support to our B2B clients, and manages key administrative functions, including our Laboratory Information System (LIS). The ideal candidate is a master multitasker, a professional communicator, and a reliable support pillar for our executive team.Key Responsibilities1. Reception &amp; Front-of-House Management<ul><li>Serve as the first point of contact for the laboratory, greeting all clients, vendors, and visitors with a high level of professionalism.</li><li>Manage the main phone line and general inquiry email inbox, routing all communications to the appropriate departments.</li><li>Handle all incoming and outgoing mail, packages, and courier shipments, including the critical coordination of sample drop-offs and deliveries.</li><li>Maintain a clean, organized, and welcoming reception and common area.</li></ul>2. B2B Customer Support<ul><li>Act as a primary liaison for our business-to-business (B2B) clients (e.g., clinics, hospitals, research partners).</li><li>Respond promptly to client inquiries regarding sample status, test results, billing, and service information.</li><li>Onboard new clients, ensuring they have all necessary documentation, supplies, and system access.</li><li>Troubleshoot and resolve client issues by coordinating with technical, billing, and scientific staff.</li></ul>3. Office Management<ul><li>Oversee all general office operations and procedures to ensure organizational effectiveness and efficiency.</li><li>Manage inventory and procure all office, kitchen, and administrative supplies.</li><li>Coordinate with building management and external vendors for facilities maintenance, repairs, and services (e.g., IT, cleaning, security).</li><li>Organize and manage meeting room schedules, event setup, and catering.</li></ul>4. LIS Administration<ul><li>Assist in the day-to-day administration of the Laboratory Information System (LIS).</li><li>Manage user accounts, set permissions, and perform routine data entry and data integrity checks.</li><li>Act as the first-line support for internal staff experiencing LIS issues, troubleshooting basic problems.</li><li>Liaise with the LIS vendor or internal IT team to resolve escalated technical issues.</li><li>Generate routine reports from the LIS for management and operational analysis.</li></ul>5. Executive Assistance &amp; Operational Support<ul><li>Provide direct administrative support to the senior leadership team, including managing calendars, scheduling meetings, and coordinating travel.</li><li>Assist in preparing reports, presentations, and internal communications.</li><li>Support operational projects, such as process improvement initiatives and new service rollouts.</li><li>Assist with new employee onboarding logistics, including workspace setup and system access.</li><li>Handle confidential information with the utmost discretion.</li></ul>Qualifications &amp; SkillsRequired:<ul><li>3-5+ years of proven experience in a high-level administrative, office management, or operations role.</li><li>Exceptional organizational, time-management, and multitasking skills with a sharp attention to detail.</li><li>Strong professional communication (written and verbal) and interpersonal skills.</li><li>Proven experience in a customer-facing role; B2B support experience is highly valued.</li><li>Tech-savvy with high proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and the ability to learn new software systems quickly.</li><li>Demonstrated ability to be proactive, self-directed, and a resourceful problem-solver.</li><li>Ability to handle confidential information with discretion and professionalism.</li></ul>Preferred:<ul><li>Bachelor's degree in Business Administration or a related field.</li><li>Experience working in a laboratory, healthcare, biotech, or scientific environment.</li><li>Direct experience administering or using a Laboratory Information System (LIS), CRM, or similar tools.</li><li>Experience as an Executive Assistant supporting senior-level staff.</li></ul>Please send your CV and a brief cover letter to info@atoglab.comJob Type: Full-time

Operations Specialist / Laboratory Administrator

Marriott International

Our Property Administrative Specialists play an important role in a number of vital hotel functions. At our hotels, Property Administrative Specialists work across departments (e.g., Guest Services, Engineering, Food &amp; Beverage) to support administrative needs. Whether providing administrative support (e.g., prepare documents using word processing, spreadsheet, database, or presentation software), serving as the point of contact for clients and vendors, or acting as the liaison between the Sales Office and clients throughout the event process (pre-event, event, post-event), our Property Administrative Specialists get the job done. They are critical to ensure smooth operations throughout the entire hotel.No matter what position you are in, there are a few things that are critical to success creating a safe workplace, following company policies and procedures, upholding quality standards, and ensuring your uniform, personal appearance, and communications are professional. Develop and maintain positive working relationships with other employees and departments, support team to reach common goals, and listen and respond appropriately to the concerns of other employees. Report accidents, injuries, and unsafe work conditions to manager. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Stand, sit, or walk for an extended period of time. Reach overhead and below the knees, including bending, twisting, pulling, and stooping. Perform other reasonable job duties as requested by Supervisors.At Marriott International, we are dedicated to being an equal opportunity employer, welcoming all and providing access to opportunity. We actively foster an environment where the unique backgrounds of our associates are valued and celebrated. Our greatest strength lies in the rich blend of culture, talent, and experiences of our associates. We are committed to non-discrimination on any protected basis, including disability, veteran status, or other basis protected by applicable law.The Luxury Collection Hotels &amp; Resorts, with over 120 properties in more than 35 countries, offers the promise of authentic experiences that evoke lasting, treasured memories. Our more than 100 years of experience, beginning in 1906 under the Italian CIGA brand a collection of Europe's most celebrated and iconic properties serves as a solid foundation as we continuously evolve to exceed the desires of the luxury traveler.From legendary palaces and remote retreats to timeless modern classics, each luxury hotel and resort is a unique and cherished expression of its locale a portal to the destination s cultural charms and treasures. If you are someone with an appreciation for evocative storytelling, a keen interest and passion for this destination's heritage, and a desire to deliver genuine, personalized, and anticipatory hospitality, then we invite you on our journey. In joining The Luxury Collection, you join a portfolio of brands with Marriott International. Be where you can do your best work, begin your purpose, belong to an amazing global team, and become the best version of you.

Desk Coordinator

Foodics

People Operations & Admin Specialist Who Are We Who Are We We Are Foodics! a leading restaurant management ecosystem and payment tech provider. Founded in 2014 with headquarter in Riyadh and offices across 5 countries, including UAE, Egypt, Jordan and Kuwait. We are currently serving customers and partners in over 35 different countries worldwide. Our innovative products have successfully processed over 6 billion (yes, billion with a B) orders so far! making Foodics one of the most rapidly evolving SaaS companies to ever emerge from the MENA region. Also Foodics has achieved three rounds of funding, with the latest raising $170 million in the largest SaaS funding round in MENA, boosting its innovation capabilities to better serve business owners. The Job in a Nutshell Hello all! We are hiring a People Operations & Admin Specialist to be part of the People & Culture team in the UAE. As a People Operations & Admin Specialist, you'll be the backbone of our employee experience and office operations in the UAE and remote locations. From onboarding and visa processing to vendor management, office operations, and event coordination, you'll ensure everything runs smoothly behind the scenes. You'll collaborate across teams, support international hiring via EOR platforms, organize engaging workplace events, and keep our Dubai office efficient, compliant, and welcoming - all while balancing multiple priorities with precision and care. What Will You Do <ul><li>Oversee the onboarding and offboarding process, including IT setup, documentation, and employee support for both UAE & Remote employees</li><li>Manage end-to-end visa processing for employees in Dubai and ensure compliance with work permit and residency laws</li><li>Serve as the primary point of contact between the company and our EOR vendors (Horizons)</li><li>Coordinate the onboarding, payroll setup, benefits enrollment, and offboarding of employees through EORs across multiple countries</li><li>Ensure accurate employment agreements and adherence to local labor regulations via EOR providers</li><li>Update and maintain accurate employee records in the HRIS system, ensuring confidentiality and compliance and manage compliance audits and regularly review employment documentation</li><li>Coordinate employee benefits, performance reviews, and employee engagement initiatives</li><li>Serve as the point of contact for employees with inquiries related to visas, travel, and office-related matters in the Dubai office</li><li>Assist employees for business travels in coordination with the KSA Admin. team, ensuring efficient and cost-effective arrangements with Travelperk / partner travel agencies and visa arrangements if necessary</li><li>Organize logistics for company events, conferences, and team-building activities, including venue booking, hotel arrangements, and catering coordination</li><li>Provide on-the-ground event support to ensure smooth execution of all logistics</li><li>Maintain inventory of office supplies, ensuring that employees have what they need for day-to-day operations</li><li>Manage relationships with suppliers for office supplies, ensuring quality products and timely deliveries</li><li>Coordinate with vendors for regular office maintenance, including cleaning, repairs, and IT equipment servicing</li><li>Oversee the renewal and negotiation of office tenancy contracts and manage related documents and deadlines</li><li>Monitor and maintain office space logistics, ensuring the office is organized and conducive to a productive work environment</li><li>Develop and maintain relationships with key suppliers and service providers to ensure competitive pricing and high-quality service delivery</li><li>Handle the procurement and delivery of office equipment, furniture, and supplies</li><li>Negotiate and manage contracts with vendors and service providers (e.g., cleaning services, maintenance companies, utilities)</li><li>Track expenses and maintain records for office-related purchases and contracts to ensure compliance with the budget </li></ul>What Are We Looking For <ul><li>Have 2-4 years of experience in administrative support, people operations, or office management, ideally in a fast-paced tech or IT environment</li><li>Are familiar with the visa processing requirements in Dubai and the UAE for work permits and residence visas</li><li>Have experience managing office vendors, suppliers, and coordinating maintenance services</li><li>Are skilled in travel coordination, booking flights, accommodations, and handling logistical details</li><li>Self-starter with ability to work independently across functional groups and on multiple initiatives simultaneously</li><li>Are highly organized, proactive, and able to manage multiple tasks and deadlines effectively</li><li>Have a strong attention to detail and are able to handle confidential information with discretion </li></ul>Preferred Qualifications: <ul><li>Knowledge of UAE labor laws and visa regulations</li><li>Hands-on experience working with EOR platforms is an advantage</li><li>Experience in managing office tenancy agreements and negotiating contracts</li><li>Familiarity with HRIS platforms (KayanHR) and travel booking systems (Travelperk)</li><li>Strong communication skills and the ability to work across different teams and departments </li></ul>What We Offer You We believe you will love working at Foodics! <ul><li>We offer highly competitive compensation packages, including bonuses and the potential for shares</li><li>Out of Country Work: We offer the option to work outside of your country of employment for up to 30 days annually</li><li>We prioritize personal development and offer regular training and an annual learning stipend to tackle new challenges and grow your career in a hyper-growth environment</li><li>Join a talented team of over 30 nationalities working in 14 countries, and gain valuable experience in an exciting industry</li><li>We offer autonomy, mentoring, and challenging goals that create incredible opportunities for both you and the company</li></ul></ul> Seniority level <ul><li> Seniority level Entry level</li></ul> Employment type <ul><li> Employment type Full-time</li></ul> Job function <ul><li> Job function Human Resources</li><li> Industries IT Services and IT Consulting</li></ul>Referrals increase your chances of interviewing at Foodics by 2xGet notified about new Human Resources Specialist jobs in Dubai, Dubai, United Arab Emirates.Dubai, Dubai, United Arab Emirates 8 hours agoDubai, Dubai, United Arab Emirates 12 hours ago HR Specialist - Process Excellence & Innovation Ajman Emirate, United Arab Emirates 1 week ago Franchise Hotel - Human Resources Coordinator We're unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.

People Operations & Admin Specialist

Chalhoub Group

The Associate People Partner is responsible for the full execution of HR administrative activities, including requisition management, employee data maintenance, cost center alignment, and reporting support. The role also assists with non-critical employee relations matters and works closely with Group HR s Centers of Expertise to ensure operational alignment and HR excellence. Key Responsibilities: <ul> <li>Own and execute core HR administrative processes, including launching requisitions and managing internal transfer workflows.</li> <li>Coordinate and collaborate with Group HR s Centers of Expertise (e.g., People Experience, Rewards, etc.) to support cross-functional HR initiatives.</li> <li>Maintain accurate and up-to-date records of organization charts, payroll information, and cost center/budget allocations.</li> <li>Monitor and follow up on the completion of performance goals, workforce budgeting activities, and other key HR processes in collaboration with the People Partner or Director of People.</li> <li>Assist in consolidating and tracking People Strategy metrics in coordination with the People Analytics team.</li> <li>Act as a secondary point of contact for minor employee relations matters, escalating as needed under the guidance of the People Partner.</li> <li>Prepare and support the delivery of ad-hoc HR reports and dashboards, as requested by the People Partner or Director of People.</li> </ul> <ul> </ul>

Associate - People Partner, Fashion

Lucere

Job Title: Assistant Coordinator – Private Label (Perfume Company) Location: United Arab Emirates Job Type: Full-time Gender: Female Nationality: Filipina Availability: Can join immediately Job Summary: We are looking for a Filipina Assistant Coordinator to join our Private Label team in a fast-growing perfume company in the UAE. The ideal candidate must have knowledge of perfumes, excellent organizational skills, and the ability to multitask. She will assist the Private Label Specialist with daily operations, supplier coordination, documentation, and customer follow-ups. Key Responsibilities: * Assist the Private Label Specialist with daily tasks and project coordination. * Follow up with suppliers on orders, materials, and printing requirements. * Handle documentation, job orders, and data entry accurately and on time. * Communicate with customers and suppliers professionally through email and WhatsApp. * Support inventory and stock management to ensure smooth operations. * Prepare and track job orders and maintain proper records of ongoing projects. * Coordinate with the production and logistics teams to ensure timely delivery. * Maintain clear communication channels and assist in daily administrative tasks. Requirements: * Female – Filipina nationality only. * Must be currently inside the UAE and available to join immediately. * Minimum 1–2 years of experience in a coordination or administrative role (preferably in perfume, cosmetics, or FMCG industry). * Knowledge of perfumes is a must. * Excellent communication and follow-up skills. * Strong organizational skills and attention to detail. * Proficient in MS Office, Excel, and data entry. * Ability to multitask and work in a fast-paced environment.

Assistant Coordinator – Private Label (Perfume Company)

Roche Bobois

Job SummaryThe Administrative Assistant &amp; HR Specialist oversees HR functions and office administration, with accounts experience preferred. The role manages recruitment, onboarding, and employee relations in compliance with UAE labor law, while providing administrative and executive support to management. It also ensures efficient office coordination, accurate documentation, and smooth retail showroom operations.Key ResponsibilitiesHuman Resources &amp; Recruitment<ul><li>Manage full recruitment cycle, onboarding, and employee records.</li><li>Administer payroll, attendance, and leave in compliance with UAE labor law.</li><li>Support performance appraisals and employee engagement activities.</li><li>Coordinate with accounts for salary processing and HR documentation.</li></ul>Administrative Support<ul><li>Oversee daily office operations and correspondence.</li><li>Maintain filing systems and coordinate office supplies and vendors.</li><li>Assist management with scheduling, reports, and presentations.</li></ul>Retail Showroom &amp; Operations Support<ul><li>Manage showroom staffing, attendance, and performance tracking.</li><li>Ensure showroom readiness, cleanliness, and service standards.</li></ul>Director Support<ul><li>Provide confidential administrative and personal assistance to the Director.</li><li>Manage correspondence, schedules, travel, and reimbursements.</li></ul>Qualifications &amp; Skills<ul><li>Bachelor&rsquo;s degree in Business Administration, Human Resources, or a related field.</li></ul><ul><li>Minimum 3&ndash;5 years of experience in administrative and HR roles, preferably within real estate or retail industries.</li></ul><ul><li>Strong understanding of HR principles, payroll administration, and employee relations management.</li></ul><ul><li>Excellent written and verbal communication skills in English (Arabic is an advantage).</li></ul><ul><li>Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint).</li></ul><ul><li>Ability to handle multiple priorities efficiently and maintain confidentiality at all times.</li></ul>CAN JOIN IMMEDIATELYJob Type: Full-timePay: AED5,500.00 - AED6,500.00 per month

Administrative Assistant & HR Specialist

Explore 1912+ Administrative specialist in Dubai United Arab Emirates this November. Find roles across top companies and apply now to boost your career.