Office Administrator – JLT, Dubai

About the role

eMagine Solutions is looking for an Office Administrator to keep the JLT office running smoothly and support our consultants, clients, and candidates. You will be the backbone of daily operations, ensuring that recruitment delivery is fast, organised, and premium.

Key responsibilities

• Manage core office administration including supplies, coordination, and overall office organisation while maintaining high standards.
• Provide prompt, professional admin support to clients and candidates.
• Coordinate end‑to‑end interview scheduling: diary management, confirmations, invites, reminders and follow‑ups.
• Prepare meeting and interview rooms, ensuring all equipment and materials are ready on time.
• Take minutes, capture action points and keep internal notes accurate.
• Update internal and external ATS systems with candidate stages, interview notes, feedback and documentation.
• Assist in creating presentations using Canva or similar tools for client updates and internal documents.
• Support outreach tools such as Apollo and help with basic social media and marketing tasks.

Required profile

• Highly organised with a natural ability to create order.
• Detail‑obsessed, ensuring accuracy in notes, names, times and links.
• Proactive and able to spot gaps and resolve them without being asked.
• Calm under pressure, handling last‑minute changes smoothly.
• Professional communicator, clear, friendly and confident with clients and candidates.
• Tech‑comfortable, quick to learn new tools and improve processes.
• Trustworthy, handling confidential information with discretion.

Required skills

• Canva (or similar design tools) for creating clean, professional slides.
• Experience with Applicant Tracking Systems (ATS) for candidate management.
• Familiarity with Apollo or comparable outreach platforms.
• Use of AI tools to accelerate admin tasks, formatting and content creation.