Howe Robinson Partners
Administrative Assistant- Dubai
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Job Title: Administrative Assistant- Dubai
09:00 AM to 06:00 PM (Mon to Fri) Full time/ Part time
ROLE PURPOSE
To keep the office running smoothly by managing people, information, facilities, and day-to-day administrative processes, ensuring records are accurate, compliance deadlines are met, and colleagues across all departments receive prompt, reliable support.
KEY RESPONSIBILITIES
- Records & Documents: Maintain employee records and company documents in the company drive and physical files; keep attendance records and share with HR and Directors.
- Travel & Meetings: Manage business travel end to end (flights, hotels, transport, visas, travel agents); arrange meeting reservations and venues; support the staff with international visa documentation.
- Onboarding & Visas: Coordinate with HR and IT for new joiners (access cards, business cards, security credentials, visas); handle employee family visas including GDRFA visits, attestation, and renewals.
- Renewals & Permits: Track and complete renewals on time: employee parking, AOFC, P.O. Box, Trade License, Operational Permit, DMCC employee access, and office lease/Ejari when due.
- Office Facilities: Order pantry, water, stationery, and supplies weekly; schedule AC servicing, cleaning, repairs, furniture, plants, and printing; manage vendors; ensure health and safety standards.
- Finance Support: Prepare and submit employee claims (including via the claims software); record office, travel, and entertainment expenses for Accounts; report monthly utility bills; manage petty cash.
- IT Coordination: Support meeting rooms, video conferencing, laptops, phones, and Avaya desk phones; maintain IT inventory; coordinate IT procurement and maintenance with vendors and the IT team.
- Events & Gifts: Plan and coordinate office events and corporate parties (logistics, vendors, guest lists, invites); assist with client gifts for occasions such as Diwali and Christmas.
- General Admin: Support all departments with daily tasks, invoices, and document handling, and keep the office organised.
- Health & Safety Compliance: Ensure office supplies and environment comply with health and safety standards.
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KEY COMPETENCIES
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- Reliability and discretion with confidential information
- Prioritisation and multitasking
- Clear communication with colleagues, vendors, and government bodies
- Proactive, solution-focused approach
- Teamwork across offices (Mainly with – Dubai & India)
QUALIFICATIONS & EXPERIENCE
- Diploma or degree in Business Administration or a related field.
- Experience in an administrative or office support role, preferably in the UAE.
- Proficient in MS Office (Outlook, Excel, Word) and comfortable learning new software.
- Excellent written and spoken English; professional telephone and email manner.
- Strong organisation and follow-through, with attention to deadlines and detail.
Please apply by sending your CV and cover letter to recruitment@howerob.com, quoting reference DUBadm26
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