Executive Assistant & Office Administrator

About the role

We are seeking a highly organized Executive Assistant & Office Administrator to support the CEO of PRONYX Trading L.L.C. and manage day‑to‑day office operations in Dubai. The role combines executive support, office administration, HR coordination, and liaison with government entities.

Key responsibilities

• Provide comprehensive administrative and executive support to the CEO, including calendar management, meeting coordination and travel arrangements.
• Prepare presentations, reports, correspondence and meeting minutes while handling confidential information with professionalism.
• Act as the primary liaison between the CEO, employees, customers, suppliers and external stakeholders.
• Oversee daily office operations, manage incoming calls, emails, courier services and official correspondence.
• Welcome visitors, coordinate meeting rooms and maintain office supplies, equipment, filing systems and administrative records.
• Prepare business documents, reports, spreadsheets and presentations.
• Coordinate recruitment activities, interview scheduling and employee onboarding; maintain employee records, attendance and leave management.
• Handle HR administrative tasks and support general HR activities.
• Manage company documentation such as Trade License, Establishment Card, Ejari, visas, Emirates ID, labor‑related paperwork and insurance.
• Liaise with UAE government entities (MOHRE, GDRFA, DED, AMER, TASHEEL, RTA) to ensure all licences and official documents remain valid.
• Manage petty cash, maintain accurate administrative expense records and assist with finance‑related documentation.
• Visit government departments, banks and courier companies to submit, collect and process official documents on behalf of the company.
• Oversee utility accounts (DEWA, DU, Etisalat, Aquacool) and monitor renewals, payments and service requests.

Required profile

• Bachelor’s degree in Business Administration, Office Management or a related field.
• Minimum 4–5 years of relevant UAE experience as an Executive Assistant, Office Administrator, Personal Assistant, Office Manager or similar role.
• Currently based in the UAE.
• Strong knowledge of UAE labour procedures, visa processing, Emirates ID, MOHRE, GDRFA, DED, AMER and TASHEEL.
• Proactive, independent, able to take ownership and thrive in a dynamic business environment.

Required skills