Admin Assistant – Office Operations & Event Coordination

Admin Assistant – Office Operations & Event Coordination

Admin Assistant jobs in Dubai and office administration roles in corporate environments are now available for organized professionals. We are seeking an Admin Assistant to manage office petty cash, coordinate domestic and international travel arrangements, oversee transportation logistics, plan and organize corporate events and team-building activities, maintain office supplies and pantry inventory, and support procurement and vendor management activities. The ideal candidate has a Bachelor’s degree in Business Administration, Office Management, or a related discipline with 2–4 years of experience in an administrative, office coordination, or executive support role, and proficiency in Microsoft Office Suite.

What You Do

• Manage and reconcile office petty cash, ensuring all transactions are accurately recorded, fully supported by appropriate documentation, and compliant with company financial policies.

• Monitor and control office-related expenditures by processing invoices and maintaining accurate expense records.

• Coordinate domestic and international travel arrangements, including flight bookings, hotel accommodations, visa support (where applicable), and travel itineraries for employees and visiting executives while ensuring cost efficiency and adherence to company travel policies.

• Oversee transportation logistics by arranging airport transfers, coordinating with drivers and external transportation providers, and maintaining transportation schedules for employees and visitors.

• Plan, organize, and coordinate corporate events, team-building activities, employee engagement initiatives, and company gatherings, including venue selection, hotel and restaurant reservations, and event logistics.

• Manage all logistical requirements for internal meetings, conferences, workshops, and company events to ensure seamless execution.

• Maintain office supplies, pantry inventory, and consumables by monitoring stock levels, coordinating procurement, and ensuring uninterrupted office operations.

• Handle general administrative correspondence, including emails, telephone inquiries, courier services, and incoming and outgoing postal communications.

• Ensure the office environment is clean, organized, and well-maintained while promoting compliance with Quality, Health, Safety, and Environment (QHSE) standards and company policies.

• Support procurement and vendor management activities by coordinating with suppliers, obtaining quotations, processing purchase requests, and monitoring vendor performance related to administrative services.

• Coordinate meeting room bookings and conference facilities, including virtual meeting arrangements, ensuring all required equipment and presentation materials are available and functioning properly.

• Maintain an accurate inventory of office assets, including IT equipment, office furniture, fixtures, and pantry appliances, ensuring proper tracking, maintenance, and periodic verification.

• Provide general administrative support to management and various departments, contributing to the efficient day-to-day operation of the office.

Who You Are

Education

• Bachelor’s degree in Business Administration, Office Management, or a related discipline. Equivalent experience may be considered.

Experience

• Minimum of 2–4 years of experience in an administrative, office coordination, or executive support role.

• Experience in travel coordination, event planning, vendor management, and office administration is preferred.

Skills & Attributes

• Excellent organizational, planning, and multitasking abilities with strong attention to detail.

• Strong verbal and written communication skills with the ability to interact professionally at all organizational levels.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).

• Sound problem-solving and decision-making capabilities with the ability to prioritize tasks effectively.

• High level of integrity and discretion in handling confidential information.

• Strong customer service orientation and a proactive, solution-focused approach.

• Ability to work independently as well as collaboratively within a team environment.