Admin & Operations Executive

About the role

Careers International is hiring a full-time Admin & Operations Executive based in its Dubai office, supporting event operations and administration. The role covers office administration, event logistics coordination, vendor and client liaison, and reporting.

Key responsibilities

• Manage day-to-day office administration: correspondence, filing, document control, and handling enquiries, emails, calls and follow-ups with clients and suppliers
• Maintain company records, contracts and event documentation, and prepare quotations, purchase orders and invoices with the finance team
• Assist with visa, travel and accommodation arrangements for staff if needed
• Support the operations team in planning and coordinating event setups and dismantling, and coordinate with suppliers, venues and internal teams
• Maintain inventory of event equipment, props and office supplies, and prepare checklists, delivery notes and schedules
• Help manage freelancers, crew and transport logistics
• Liaise with vendors on quotations, bookings and confirmations, and ensure invoices and payments are processed accurately and on time
• Support the project team in coordinating with clients on approvals and permits
• Maintain event cost records and supplier details, prepare post-event documentation, support budget reconciliation and help management prepare periodic operational and administrative reports

Required profile

• Bachelor's degree or diploma in Business Administration, Events Management or a related field
• 2-5 years of experience in administration or operations, preferably in the events, media or marketing industry
• Currently on a spouse visa and available in Dubai
• Excellent written and verbal communication skills in English; Arabic is a plus
• Knowledge of Dubai's event permitting, vendor processes and logistics coordination is an advantage

Required skills

• Proficiency in MS Office (Word, Excel, PowerPoint) and Google Workspace
• Strong organisational and multitasking skills, attention to detail and ability to work under pressure to meet tight deadlines

The role is based in the Dubai office with occasional site visits to event venues, and may require flexible hours during event periods (evenings and weekends).