project manager

executive assistant

administrative assistant

admin assistant

project coordinator

project administrative assistant

FIRE GATE SAFETY & SECURITY SYSETEMS L.L.C

We are seeking a proactive and detail-oriented Admin Assistant &ndash; PRO to support our administrative operations and public relations (PRO) activities. The ideal candidate will assist in managing office administration tasks and coordinating all government-related documentation and processes efficiently.Key Responsibilities:<ul><li>Assist in preparing, processing, and coordinating all documentation related to visa applications, renewals, cancellations, and other PRO-related activities.</li></ul><ul><li>Maintain and update records of employees&rsquo; visa and legal documents in a timely manner.</li></ul><ul><li>Liaise with government authorities (e.g., MOHRE, Immigration, Labour, Municipality, RTA, etc.) for various company requirements.</li></ul><ul><li>Support HR and Admin departments with day-to-day administrative duties such as filing, correspondence, and scheduling.</li></ul><ul><li>Track and renew company trade licenses, and other legal documents.&bull; Handle courier arrangements, office supply management, and other administrative tasks.</li></ul><ul><li>Assist in onboarding processes by ensuring all legal formalities and documentation are completed.&bull; Coordinate with internal departments to ensure smooth execution of administrative and PRO functions.</li></ul>Requirements:&middot; Bachelor&rsquo;s degree is mandatory.&middot; Minimum 1 year of hands-on PRO experience in the UAE.&middot; Strong knowledge of UAE immigration, labor, and visa policies and procedures.&middot; Proven experience in handling visa applications, renewals, cancellations, and related government processes.&middot; Excellent communication and coordination skills, both in English and Hindi.&middot; Ability to manage time effectively and prioritize tasks.&middot; Strong interpersonal skills with a customer-focused approach.&middot; Fluency in English is required; Arabic knowledge is an advantage.Job Types: Full-time, Permanent

Admin Assistant – PRO

About Us: We are a growing MEP technical services company handling mechanical, electrical, and plumbing projects across the UAE. We&rsquo;re looking for an experienced and proactive Office Administrator / Technical Office Assistant to support our daily office and site coordination.Key Responsibilities:<ul><li>Manage project documentation, daily reports, time sheets, and records.</li><li>Coordinate with site teams, engineers, and management for smooth operations.</li><li>Handle data entry, petty cash, invoices, and payment follow-ups.</li><li>Maintain organized digital and physical filing systems.</li><li>Prepare Excel reports, payment summaries, and project updates.</li><li>Assist in salary preparation and attendance tracking.</li><li>Draft and manage emails, calls, and schedules professionally.</li></ul>Requirements:<ul><li>1&ndash;2 years&rsquo; experience in MEP, construction, or technical services office work.</li><li>Strong knowledge of Microsoft Excel and Word; experience with QuickBooks or ERP is a plus.</li><li>Good English communication skills (Arabic preferred but not required).</li><li>Organized, detail-oriented, and able to work independently.</li><li>Must be currently residing in the UAE and available to work from the office.</li></ul>Notes:<ul><li>This is not a receptionist role.</li><li>Preference for female candidates with technical office experience.</li></ul>If you meet the above criteria and are looking to join a professional, fast-paced environment, please send your CV with the subject line: &ldquo;Application &ndash; MEP Office Administrator&rdquo;Job Type: Full-timePay: AED2,500.00 - AED3,500.00 per month

MEP Office Administrator / Technical Coordinator (Female Preferred)

Edwards Lifesciences

<div>Role Purpose
Provide administrative support to assigned department, individual, and/or area.
How you'll make an impact:
<ul><li>Plan and execute meetings and events with some supervision (15%)
</li><li>Utilize all relevant computer applications to support the creation of correspondence and presentations, track and chart metrics data, perform accurate data entry, and generate reports that support departmental operations, organizational initiatives, or executive-level management. (15%)
</li><li>Assist in semi-routine and non-routine administrative projects/tasks. (15%)
</li><li>Ensure the preparation of information, documents, and logistics for assigned department, significant organizational group, or executive level management (10%)
</li><li>Perform general administrative activities including screening and directing phone calls, filing as well as composing and typing general correspondence under limited direction (10%)
</li><li>Assistance to the company employees with respect to various administrative tasks including (10%):
</li></ul><ul><li>travel arrangements i.e. flight, car rental, accommodation bookings
</li></ul><ul><li>processing and preparation of travel expenses
</li></ul><ul><li>tailoring/finalizing business presentations
</li></ul><ul><li>prepare meeting minutes
</li></ul><ul><li>Manage schedule and calendar of management with attention to accuracy and detail, including keeping Executive informed of calendar changes and change requests (5%)
</li><li>Schedule domestic and international travel in compliance with existing policies and procedures, to optimize use of Executive's time and schedule (5%)
</li><li>Cooperate and support larger corporate events (e.g. conferences, team-buildings, together with Office Supervisor) (5%)
</li><li>Provide event management support for HR department (e.g. social team events, charity occasions, volunteer initiatives) (5%)
</li><li>Liaise via telephone and in person, establishing and maintaining relationships with external suppliers relevant to events such as hotels, restaurants, event agencies, entertainment providers and other participating parties (5%) 
</li></ul> 
What you'll need: 
 
<ul><li>6+ years of relevant experience, i including exposure to executive-level stakeholder.
</li></ul><ul><li>Strong command of English, both written and verbal.
</li></ul><ul><li>Solid communication and interpersonal skills
</li></ul><ul><li>Advanced proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
</li></ul><ul><li>Excellent organizational skills with the ability to manage multiple tasks and prioritize effectively.
</li></ul><ul><li>Previous experience in event coordination or support is preferred.
</li></ul><ul><li>Quick learner with the ability to adapt to new absorb information within new fields (example &ndash; Cardiology terms, definitions).
</li></ul><ul><li>Background in science or healthcare-related fields is a plus
</li></ul><ul><li>Completes tasks in resourceful and effective ways
</li></ul><ul><li>Ability to manage internal and external confidential information with utmost discretion
</li></ul><ul><li>Works autonomously within established procedures and practices
</li></ul><ul><li>Ability to work in a fast paced, dynamic work environment
</li></ul><ul><li>Strict attention to detail
</li></ul><ul><li>Ability to interact professionally with all organizational levels
</li></ul><ul><li>Pro-active attitude, an enthusiastic, driven, &quot;can-do&quot; attitude rather than waiting for things to happen
</li></ul><ul><li>Highly organized, accurate, consistent and dedicated to performing the internal/external client experience
</li></ul><ul><li>Works well under pressure 
</li></ul> 
What else we look for: 
<div> 
<ul><li>Adhere to all company rules and requirements (e.g., pandemic protocols, Environmental Health &amp; Safety rules) and take adequate control measures in preventing injuries to themselves and others as well as to the protection of environment and prevention of pollution under their span of influence/control</li></ul></div></div>

Admin Assistant EEMEA (Maternity Cover 6 months)

How you'll make an impact:<ul><li>Plan and execute meetings and events with some supervision (15%)</li><li>Utilize all relevant computer applications to support the creation of correspondence and presentations, track and chart metrics data, perform accurate data entry, and generate reports that support departmental operations, organizational initiatives, or executive-level management. (15%)</li><li>Assist in semi-routine and non-routine administrative projects/tasks. (15%)</li><li>Ensure the preparation of information, documents, and logistics for assigned department, significant organizational group, or executive level management (10%)</li><li>Perform general administrative activities including screening and directing phone calls, filing as well as composing and typing general correspondence under limited direction (10%)</li><li>Assistance to the company employees with respect to various administrative tasks including (10%):- travel arrangements i.e. flight, car rental, accommodation bookings- processing and preparation of travel expenses- tailoring/finalizing business presentations- prepare meeting minutes</li><li>Manage schedule and calendar of management with attention to accuracy and detail, including keeping Executive informed of calendar changes and change requests (5%)</li><li>Schedule domestic and international travel in compliance with existing policies and procedures, to optimize use of Executive's time and schedule (5%)</li><li>Cooperate and support larger corporate events (e.g. conferences, team-buildings, together with Office Supervisor) (5%)</li><li>Provide event management support for HR department (e.g. social team events, charity occasions, volunteer initiatives) (5%)</li><li>Liaise via telephone and in person, establishing and maintaining relationships with external suppliers relevant to events such as hotels, restaurants, event agencies, entertainment providers and other participating parties (5%)</li></ul> What you'll need: 6+ years of relevant experience, i including exposure to executive-level stakeholder. Strong command of English, both written and verbal. Solid communication and interpersonal skills Advanced proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint. Excellent organizational skills with the ability to manage multiple tasks and prioritize effectively. Previous experience in event coordination or support is preferred. Quick learner with the ability to adapt to new absorb information within new fields (example Cardiology terms, definitions). Completes tasks in resourceful and effective ways Ability to manage internal and external confidential information with utmost discretion Works autonomously within established procedures and practices Ability to work in a fast paced, dynamic work environment Strict attention to detail Ability to interact professionally with all organizational levels Pro-active attitude, an enthusiastic, driven, "can-do" attitude rather than waiting for things to happen Highly organized, accurate, consistent and dedicated to performing the internal/external client experience Works well under pressure What else we look for: Adhere to all company rules and requirements (e.g., pandemic protocols, Environmental Health &amp; Safety rules) and take adequate control measures in preventing injuries to themselves and others as well as to the protection of environment and prevention of pollution under their span of influence/control

Admin Assistant EEMEA

LED FLEX GROUP

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive support to the Global Marketing Director. This role requires strong multitasking abilities, excellent communication skills, and a high level of discretion. The ideal candidate will act as a trusted partner, ensuring the smooth day-to-day functioning of the Director&rsquo;s office while also assisting with administrative, coordination, and project follow-up tasks across all sites.Key Responsibilities:Executive Assistance<ul><li>Manage the Global Marketing Director&rsquo;s calendar, appointments, and travel arrangements.</li><li>Draft, review, and manage correspondence, reports, and presentations.</li><li>Prepare meeting agendas, take minutes, and follow up on action items.</li><li>Act as a point of contact between the Global Marketing Director and internal/external stakeholders.</li><li>Maintain confidentiality of sensitive information at all times.</li></ul>Administrative Support<ul><li>Handle day-to-day office administration, including filing, document management, and record keeping.</li><li>Coordinate with HR, Finance, and Operations teams for administrative matters.</li><li>Assist in procurement and vendor coordination for marketing-related requirements.</li><li>Organize team meetings, workshops, and global marketing events.</li><li>Support in monitoring departmental budgets, expense tracking, and reimbursement processes.</li></ul>Global Coordination &amp; Project Support<ul><li>Liaise directly with team leaders across all sites who report to the Global Marketing Director, ensuring alignment and smooth communication.</li><li>Follow up with team leads on project updates, deliverables, and deadlines to ensure timely completion.</li><li>Assist in coordinating marketing campaigns, schedules, and deliverables across different regions.</li><li>Support with preparing global reports, presentations, and marketing performance trackers.</li><li>Help maintain marketing databases, CRM, and contact lists for all sites.</li></ul>Qualifications and Requirements:<ul><li>Bachelor&rsquo;s degree in Business Administration, Marketing, or related field (preferred).</li><li>3+ years of experience as an Executive Assistant, Administrative Officer, or similar role.</li><li>Strong organizational and time management skills with the ability to prioritize tasks across multiple regions.</li><li>Excellent verbal and written communication skills, with confidence in liaising across different cultural and business environments.</li><li>Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with project management or marketing tools is an advantage.</li><li>Strong attention to detail, problem-solving mindset, and ability to work independently.</li><li>Professional demeanor with discretion in handling confidential information.</li></ul>Personal Attributes<ul><li>Proactive and resourceful with a &ldquo;can-do&rdquo; attitude.</li><li>Adaptable, flexible, and comfortable in a fast-paced, multinational environment.</li><li>Collaborative team player with strong interpersonal skills to engage with stakeholders across sites.</li><li>Keen interest in marketing and willingness to support related initiatives.</li></ul>What you&rsquo;ll get working with LEDFlex:<ul><li>Salary dependent on experience, negotiable</li><li>Desirable working hours (Mon - Fri, 08:30am - 5:30pm) with one hour flexible lunch break</li><li>Annual leave as per UAE law</li><li>Annual flight allowance to home country</li><li>Premium medical insurance</li></ul>Job Type: Full-timePay: From AED6,000.00 per monthExperience:<ul><li>Executive Assistant: 1 year (Required)</li><li>Administrative: 2 years (Required)</li></ul>Language:<ul><li>Arabic (Required)</li><li>English (Required)</li></ul>

Executive Assistant to Global Marketing Director

Charles & Darwish Associates

<div>
 
 
 Job Description
 
 
 
 
 
 <ul>
 <li>
 Assist the PRO team in preparing and submitting government documents (e.g., visa applications, labor cards, Emirates ID, company license renewals, etc.).
 </li>
 <li>
 Maintain accurate and organized records of all PRO-related documents.
 </li>
 <li>
 Track and monitor document expiry dates and ensure timely renewals.
 </li>
 <li>
 Coordinate with internal departments (HR, Finance, Operations) to gather required information for government processes.
 </li>
 <li>
 Manage correspondence with government offices, embassies, and other authorities.
 </li>
 <li>
 Follow up with freezone authorities for the requests status
 </li>
 <li>
 Prepare letters, memos, and reports related to PRO activities.
 </li>
 <li>
 Support audits and compliance checks by ensuring all required documentation is up to date.
 </li>
 <li>
 Handle confidential information with discretion and professionalism.
 </li>
 </ul>
 
 
 
 
 Qualification and Skills:
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in business administration or related field (preferred).
 </li>
 <li>
 Minimum 2&ndash;3 years of administrative experience, preferably in a PRO or HR department.
 </li>
 <li>
 Knowledge of UAE labor system, immigration procedures, and government portals is an advantage.
 </li>
 <li>
 Strong communication skills in English (Arabic is a plus).
 </li>
 <li>
 Excellent organizational and multitasking abilities.
 </li>
 <li>
 Proficient in MS Office (Word, Excel, Outlook, PowerPoint).
 </li>
 <li>
 Detail-oriented, proactive, and able to work independently under minimal supervision.
 </li>
 </ul>
 
 
 
 
 
 Vacancies: 1
 
 
 
 
 Location: On site
 
 
</div>

Administrative Assistant - PRO Team

Al Khayyat Investments (AKI)

<div>
 
 
 Job Summary:
 
 
 
 We are seeking a proactive and organized Project Secretary to assist the Operations Head in managing all office-related activities. The ideal candidate will preferably have a background in Civil Engineering or Construction and possess strong administrative and coordination skills to support smooth project operations.
 
 
 
 
 
 
 Key Responsibilities:
 
 
 <ul>
 <li>
 Provide administrative support to the Operations Head and project team.
 </li>
 <li>
 Manage correspondence, emails, and official communications.
 </li>
 <li>
 Maintain project files, records, and documentation in an organized manner.
 </li>
 <li>
 Schedule and coordinate meetings, appointments, and site visits.
 </li>
 <li>
 Prepare reports, presentations, and meeting minutes as required.
 </li>
 <li>
 Assist in procurement follow-ups, vendor coordination, and documentation.
 </li>
 <li>
 Handle office logistics, including travel arrangements, stationery, and office supplies.
 </li>
 <li>
 Ensure timely follow-up on pending tasks and action items.
 </li>
 <li>
 Support HR and finance teams in administrative matters as needed.
 </li>
 <li>
 Any other duties assigned by the Operations Head to ensure smooth project execution.
 </li>
 </ul>
 
 
 
 
 
 Qualifications &amp; Experience:
 
 
 <ul>
 <li>
 Diploma or Degree in Civil Engineering, Construction Management, or related field preferred.
 </li>
 <li>
 Proven experience as a secretary, administrative assistant, or similar role in construction/project environment is an advantage.
 </li>
 <li>
 Excellent organizational, communication, and multitasking skills.
 </li>
 <li>
 Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
 </li>
 <li>
 Ability to handle confidential information with discretion.
 </li>
 <li>
 Professional attitude with strong attention to detail.
 </li>
 </ul>
 
 
 
 
 
 Key Competencies:
 
 
 <ul>
 <li>
 Strong coordination and time management skills.
 </li>
 <li>
 Proactive and solution-oriented mindset.
 </li>
 <li>
 Ability to work under pressure and meet deadlines.
 </li>
 <li>
 Team player with good interpersonal skills.
 </li>
 </ul>
 
 
</div>

Project Secretary

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