Administrative Assistant

Role Overview

We are seeking a highly organised and detail-focused Administrative Assistant to support senior leadership and manage daily administrative and operational activities. This comprehensive role blends executive assistance, office management, HR-related tasks, and billing coordination to ensure seamless business operations.

Primary Duties

• Manage calendars, schedule meetings, handle correspondence, and address management requests.
• Draft reports, presentations, letters, and business documents.
• Maintain well-organized physical and digital company records.
• Coordinate document approvals and follow-ups for renewals such as visas, licenses, and insurance.
• Handle sensitive company, employee, client, and financial information with discretion.
• Review project tasks, time logs, and billable work in ClickUp.
• Determine billable tasks and hours for clients, liaising with project and account teams to verify billing accuracy.
• Issue client invoices and statements via Xero and pursue outstanding payments.
• Record payments, supplier invoices, credit notes, receipts, and maintain precise client account records.
• Generate invoicing, accounts receivable, and collection reports.
• Assist accountants and auditors by providing necessary financial documents.
• Manage the petty cash fund, documenting all transactions and receipts.
• Process employee reimbursement and overtime requests.
• Supervise daily office operations to maintain an efficient and organized environment.
• Oversee office supplies, equipment, maintenance, couriers, and service provider coordination.
• Work with suppliers, building management, and external vendors.
• Support employee onboarding/offboarding and assist with office events and administrative needs.

Qualifications and Skills

• Experience in executive assistance, administration, billing, or office management roles.
• Proficient with Xero, ClickUp, Microsoft Office Suite, and Google Workspace.
• Basic understanding of invoicing, payment collection, and UAE VAT regulations.
• Excellent organizational, communication, numerical, and time-management capabilities.
• Strong attention to detail and ability to prioritize multiple tasks effectively.
• Professionalism, reliability, proactivity, and trustworthiness when handling confidential information.