Administrative Assistant

MTM Group is seeking a highly organized, professional, and proactive Executive Administrative Assistant to serve as the critical organizational support function across our Dubai office. This role is ideal for a seasoned administrator who thrives in a fast-paced corporate environment and is capable of managing diverse responsibilities with exceptional efficiency and discretion.

You will be instrumental in ensuring the smooth daily operation of the office, managing communications, and providing direct support to senior management and various departments.

Key Responsibilities and Core Functions

• Office & Communications Management:
• Serve as the primary point of contact for internal and external communications, professionally managing all incoming/outgoing phone calls and general office emails.
• Manage and prioritize daily workflow, including maintaining office calendars, scheduling meetings, and ensuring the timely preparation of necessary materials.
• Documentation & Reporting:
• Develop and maintain highly efficient physical and electronic filing, data management, and record-keeping systems to ensure rapid retrieval of critical information.
• Assist in the preparation, formatting, and proofreading of business correspondence, presentations, and periodic management reports.
• Operational Logistics & Coordination:
• Take full ownership of inventory and procurement, organizing and maintaining adequate levels of office supplies and stationery.
• Coordinate complex logistics for business travel, including flight and accommodation bookings, visa assistance, and itinerary preparation.
• Assist in the planning, coordination, and execution of internal company meetings, external client events, and corporate social functions.
• General Office Support:
• Welcome and direct office visitors with a professional and courteous demeanor.
• Handle confidential information and documentation with the utmost integrity and discretion.

Candidate Requirements

• Experience: Minimum of 2+ years of professional experience in an administrative, secretarial, or executive assistant role.
• Core Skills: Exceptional proficiency in organizational tasks, multitasking, and time management.
• Technical Proficiency: Advanced knowledge of MS Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment.
• Communication: Fluent verbal and written English is essential.
• Personal Attributes: Highly reliable, discreet, detail-oriented, and able to work independently with minimal supervision.
• Eligibility: Must be located in the UAE and eligible to start immediately or within a short notice period.