Overview
Assistant Office Manager – Contract Jobs in Dubai, United Arab Emirates at Hays
Title: Assistant Office Manager – Contract
Company: Hays
Location: Dubai, United Arab Emirates
Role Purpose
Provide administrative and coordination support to the Office Manager and wider leadership team. Ensure smooth day-to-day operations through effective scheduling, communication, travel coordination, financial administration, and stakeholder management while handling confidential information professionally.
Administrative Support
- Manage calendars, meetings, and appointments for senior leaders.
- Coordinate internal and external communications, including emails and calls.
- Prepare and maintain documents, presentations, and records.
- Track actions, deadlines, and follow-ups from meetings.
- Support leadership with day-to-day administrative requirements.
Financial & Procurement Coordination
- Raise and track purchase requests, purchase orders, and invoices.
- Liaise with Finance and Procurement teams to ensure timely processing.
- Assist with budget tracking, reporting, and forecasting activities.
- Monitor financial transactions and follow up on outstanding actions.
Travel Coordination
- Arrange flights, accommodation, transportation, and itineraries.
- Coordinate travel documentation, including visas and permits.
- Ensure travel plans are accurate and delivered on time.
Stakeholder Support
- Act as a key point of contact for internal departments and external service providers.
- Track service requests and ensure timely resolution.
- Coordinate HR, IT, and operational support requests as required.
Office Management Support
- Provide cover for the Office Manager during periods of absence.
- Manage routine correspondence, scheduling, and reporting activities.
- Escalate sensitive or high-priority issues when necessary.
- Support operational continuity and smooth office functioning.
Requirements
- Diploma or Bachelor’s degree in Business Administration or related field.
- 4-7 years of overall experience.
- Minimum 3 years of experience in executive support, office administration, or similar roles.
- Strong proficiency in Microsoft 365 (Outlook, Teams, Excel, PowerPoint, SharePoint).
- Experience with procurement, invoices, and financial administration.
- Excellent organizational, communication, and stakeholder management skills.
- Ability to handle confidential information with discretion.
- Experience in large organizations, aviation, hospitality, retail, or real estate is advantageous.