Job Description: Administrative Assistant to the General Manager

Position Details

Location: Dubai, UAE

Job Summary

The Administrative Assistant to the General Manager provides comprehensive administrative, organizational, and coordination support to ensure the efficient operation of the General Manager’s office. The role serves as a key point of contact between the GM, internal departments, clients, suppliers, and external stakeholders while maintaining confidentiality and professionalism at all times.

The position requires excellent organizational, communication, multitasking, and problem-solving skills to manage schedules, correspondence, meetings, reports, travel arrangements, and office administration activities.

Key Responsibilities

Executive and Administrative Support

• Manage the General Manager’s daily calendar, appointments, meetings, and events.
• Coordinate and prioritize schedules to maximize productivity and efficiency.
• Screen phone calls, emails, and correspondence on behalf of the GM.
• Draft, edit, and prepare professional letters, reports, presentations, and business documents.
• Maintain confidential records, files, and sensitive information.
• Organize and maintain electronic and physical filing systems.
• Track action items and ensure timely follow-up on assigned tasks.

Meeting Management

• Schedule internal and external meetings.
• Prepare meeting agendas and supporting documentation.
• Attend meetings when required and record minutes of meetings (MOM).
• Distribute meeting minutes and monitor completion of action items.
• Coordinate board meetings, management meetings, and departmental reviews.

Communication and Coordination

• Act as a liaison between the GM and employees, customers, suppliers, contractors, and business partners.
• Coordinate communication among departments to facilitate smooth workflow.
• Ensure prompt and professional responses to inquiries and requests.
• Handle correspondence and maintain effective stakeholder relationships.

Documentation and Reporting

• Prepare monthly, quarterly, and annual reports.
• Compile operational data and management reports.
• Maintain records of contracts, agreements, licenses, and important documents.
• Assist in preparing presentations for management meetings and business reviews.
• Monitor deadlines and submit reports within required timelines.

Travel and Event Coordination

• Arrange domestic and international travel for the GM.
• Coordinate flight bookings, hotel reservations, transportation, and visa requirements.
• Prepare travel itineraries and supporting documentation.
• Organize corporate events, management meetings, conferences, and business functions.

Office Administration

• Monitor office supplies and coordinate procurement requests.
• Ensure office equipment and facilities are functioning effectively.
• Coordinate maintenance requests and vendor services.
• Assist in implementing administrative policies and procedures.
• Support office management activities and operational requirements.

Project and Task Coordination

• Assist the GM in tracking strategic projects and departmental initiatives.
• Follow up with department heads regarding progress updates.
• Maintain project status reports and action trackers.
• Coordinate special assignments and management directives.

Financial and Procurement Support

• Process purchase requests, quotations, and approvals.
• Track departmental expenses and budgets.
• Verify invoices and coordinate payment approvals.
• Maintain records of procurement transactions and vendor agreements.

Confidentiality and Compliance

• Handle confidential business information with discretion.
• Ensure compliance with company policies and procedures.
• Maintain data security and document control standards.
• Support audits and compliance-related activities when required.

Qualifications

Education

• Bachelor’s Degree in Business Administration, Management, Commerce, or a related field.
• Additional certifications in administration or executive assistance are advantageous.

Experience

• 2–5 years of experience as an Administrative Assistant, Executive Assistant, Personal Assistant, or Office Coordinator.
• Experience supporting senior management or executive leadership preferred.

Skills and Competencies

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with ERP systems and document management systems.
• Strong report preparation and presentation skills.
• Excellent business correspondence writing skills.

Soft Skills

• Exceptional organizational and time-management skills.
• Strong verbal and written communication skills.
• Professional appearance and business etiquette.
• Ability to multitask and manage competing priorities.
• Strong attention to detail and accuracy.
• Problem-solving and decision-making capabilities.
• Ability to work under pressure and meet deadlines.
• High level of integrity and confidentiality.

Key Performance Indicators (KPIs)

• Calendar management accuracy and efficiency.
• Timely completion of assigned administrative tasks.
• Meeting coordination effectiveness.
• Accuracy of reports and documentation.
• Response time to correspondence and requests.
• Travel arrangements completed without errors.
• Timely follow-up and closure of action items.
• Stakeholder satisfaction levels.
• Compliance with document control and confidentiality requirements.

Authority Level

• Coordinate directly with department managers on behalf of the GM.
• Request operational updates and reports from departments.
• Arrange meetings and administrative activities within approved guidelines.
• Recommend process improvements to enhance office efficiency.