Personal Assistant - Urgent Jobs in Dubai

Job Description

About the job

Job Title: PA & Office Administrator

Job Overview:

Flava Coffee Co. is seeking a proactive and organized Personal Assistant & Office Administrator to support the management team and ensure smooth day-to-day operations in the office. The ideal candidate will be highly detail-oriented, with excellent multitasking abilities and strong interpersonal skills. This role requires handling a combination of administrative tasks, personal assistance to senior management, and general office management duties.

Key Responsibilities:

Personal Assistance:

• Provide comprehensive personal assistance to the senior management team, including calendar management, scheduling meetings, and travel arrangements.
• Screen phone calls, emails, and correspondence on behalf of management and respond where appropriate.
• Assist with personal errands and tasks as required by the management team.

Office Administration:

• Oversee daily office operations to ensure the office environment is well-maintained, stocked, and running efficiently.
• Manage office supplies and equipment, ensuring timely procurement and maintenance.
• Handle incoming and outgoing mail, couriers, and deliveries.
• Coordinate and organize office events, meetings, and conferences, including preparing agendas and taking minutes when needed.
• Assist in document preparation, filing, and organizing company records.
• Liaise with external vendors, suppliers, and service providers to manage office-related contracts and services.

HR Support:

• Assist in onboarding new employees, including preparing contracts, managing employee records, and ensuring a smooth orientation process.
• Maintain attendance records and monitor leave requests in coordination with the HR department.
• Coordinate staff training sessions, workshops, and company meetings.

Finance & Reporting:

• Support the finance team with basic bookkeeping, invoicing, and expense management as needed.
• Prepare and process expense reports for senior management.
• Assist with budget tracking for office supplies, events, and miscellaneous expenses.

General Support:

• Act as the point of contact for internal and external communications related to the office.
• Handle ad hoc tasks and projects as requested by the management team.
• Ensure compliance with company policies and procedures within the office.

Qualifications:

• Previous experience as a Personal Assistant, Office Administrator, or similar role.
• Strong organizational and time management skills with the ability to multitask effectively.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential information with discretion.
• A positive attitude and problem-solving mindset.
• UAE driving license (preferred but not mandatory).

Benefits:

• Competitive salary package.
• All other benefits as per UAE Law
• Opportunities for growth within a dynamic and expanding company.