Administrative Assistant

Role Overview

This role is for an organized and proactive Administrative Assistant based in Dubai, supporting a financial and wealth management services business with day-to-day office operations, executive coordination, records handling, and internal administration. The position suits someone who is comfortable working across multiple business functions, dealing with sensitive information, and keeping office processes running smoothly.

Expense Administration

• Review employee expense claims and process them according to company policy.
• Check receipts, approvals, and other backup documents to make sure submissions are complete and accurate.
• Keep expense records up to date and help prepare monthly expense reports.
• Work with Finance to support reimbursement and accounting entries on time.
• Track invoices from submission through approval and payment, and follow up with internal teams and vendors when invoices remain open.
• Maintain accurate records for invoicing and payments, ensuring bank transactions are completed promptly.
• Manage petty cash, record spending details, and send the Excel report to Internal Accounting.
• Prepare quarterly summaries of petty cash usage.

Vendor Management and Procurement

• Serve as the main contact for office vendors and service partners, including suppliers for office materials, IT, telecom, facilities, maintenance, cleaning, security, and pantry services.
• Collect quotations, raise purchase requests, and monitor vendor agreements and renewal dates.
• Ensure vendor onboarding is completed correctly, including required documents and invoicing information.
• Monitor service quality and escalate concerns when needed.
• Support inventory control and upkeep.

General Office Administration

• Manage stationery, office consumables, and inventory levels.
• Keep internal and mobile extension lists updated.
• Coordinate office logistics such as access cards, seating plans, and basic facilities support.
• Arrange travel coordination, meeting logistics, and visitor handling, including support for visa applications for incoming and outgoing travel and assistance to the Travel Desk for business trips and visitors from other offices.
• Help organize external meetings and ensure office meetings run smoothly.
• Welcome clients and visitors, offer refreshments, and direct them to the right person.
• Monitor the use of meeting and conference rooms and support their readiness and service needs.
• Plan and schedule meetings for management and staff with prospects and clients, and prepare minutes when requested.
• Keep the office tidy, orderly, and compliant with health and safety expectations.
• Handle incoming and outgoing mail and prepare outgoing correspondence forms.
• Manage phone calls, emails, and general correspondence in a professional manner.

Office Coordination and Internal Support

• Provide administrative help to managers and teams as needed.
• Coordinate with Finance, HR, and Operations on administrative matters.
• Support audits and internal reviews by organizing records and documentation.
• Assist with special projects and operational tasks assigned from time to time.
• Help organize and coordinate seminars and ensure administrative support is available to employees when needed.
• Support company events, both internal and external.
• Research relevant events, register participants, assist with prospect research, and build or maintain databases for general coordination.

Document Control and Record Keeping

• Maintain well-organized digital and physical filing systems.
• Assist with preparing, scanning, and archiving documents.
• Follow internal rules for document retention and confidentiality.
• Receive, identify, copy, date, label, file, and distribute incoming correspondence, including courier deliveries.
• Update internal databases and provide general administrative support.
• Send, copy, date, and file fax documents when requested.
• Keep files current and easy to access, including cards, bank statements, invoices, receipts, and other records for client companies not managed by the Account Manager or other assistants.

Payroll and Confidential Administration Support

• Prepare payroll-related data when requested by management.
• Support monthly payroll processing with HR and Finance.
• Collect and verify payroll inputs such as attendance, leave, overtime, allowances, salary changes, and deductions.
• Coordinate payroll activities to help ensure salary payments are made on time, and assist with work and residence permit applications with authorities.
• Keep salary and benefits information accurate in the HR system and maintain payroll records confidentially.
• Maintain the office calendar, record employee absences, and escalate HR policy breaches to Group Human Resources when needed.
• Support Group Human Resources with local administrative matters related to hiring, absences, audits, or employee exits.
• Provide confidential administrative support to the Group CEO under the supervision of the Group Head of Human Resources.

Time Recording and Delivery Expectations

• Record time and service value accurately when working on projects and business-line related tasks.
• Monitor personal productivity and compare it against expected outputs.
• Follow a disciplined process for submitting timesheets and tracking deliverables.
• Meet daily and weekly deadlines, maintain quality standards, and avoid errors that could affect the business or the company.

Additional Duties

• Where required by management, take on roles such as director, trustee, nominee, manager, partner, secretary, authorized signatory, or similar positions in internal or client entities of the group.
• Carry out other tasks assigned by management or Group Human Resources from time to time.

Qualifications and Experience

• Graduate or equivalent qualification.
• At least 10 years of relevant experience.
• Prior exposure to payroll and accounting work is required.
• Strong organizational ability and familiarity with structured filing systems.
• High energy, initiative, self-motivation, accountability, and a hands-on approach.
• Commercially minded, positive, proactive, focused, and results-oriented.
• Excellent interpersonal, client-facing, and communication skills.
• Strong spoken and written English, with the ability to adapt communication style to different audiences; additional languages are an advantage.
• Good analytical ability, problem-solving skills, decision-making, and time management.
• Comfortable working independently, collaborating within a small local team, and contributing within a larger matrix structure.
• Strong team orientation with ambition to perform well in the role.

Career Value

This opportunity offers broad exposure to office administration, executive support, financial administration, vendor coordination, document control, payroll support, and internal operations. It is well suited to professionals looking to build a long-term career path in administrative and business support roles within a financial services environment in Dubai.