Overview
Executive Assistant / Office & Administration Coordinator Jobs in Dubai at Swisstech Consulting LLC
Executive Assistant / Office & Administration Coordinator
SwissPro Business Solutions LLC-FZ
Join a Fast-Growing Swiss Consulting Company in Dubai
SwissPro Business Solutions is a Swiss-owned consulting company based in Dubai, specialized in:
- Company Formation (Mainland & Free Zone)
- Accounting & Bookkeeping
- VAT & Corporate Tax
- Compliance & Corporate Services
- Immigration & Visa Services
- Real Estate
Our company is growing rapidly, and we are looking for an exceptional Executive Assistant / Office & Administration Coordinator who will work directly alongside our Managing Director and become a key member of our management team.
This is much more than a traditional administrative position.
We are looking for someone who enjoys taking responsibility, improving processes, solving problems and helping the company operate efficiently every day.
Location
SwissPro Business Solutions LLC-FZ
Office located next to Dubai Mall Metro Station
Modern office with an international team of approximately 10 professionals.
Working Hours
Monday to Friday
09:00 AM – 06:00 PM
Immediate joining preferred.
Position Overview
You will work directly with the Managing Director and assist him in organizing the company, improving internal processes and ensuring the smooth daily operation of the business.
This is a dynamic role where no two days are the same.
You will become the central coordination point between Management, Operations, Accounting and Administration.
The more trust and experience you gain, the more responsibilities will be entrusted to you.
Main ResponsibilitiesExecutive & Administrative Support
- Assist the Managing Director in daily operations
- Manage calendars, meetings and administrative follow-up
- Prepare correspondence, reports and presentations
- Organise digital and physical filing systems
- Maintain structured company documentation
- Follow up on outstanding administrative tasks
- Ensure documents are properly archived and easily accessible
Office Management
You will ensure that the office operates efficiently every day.
Responsibilities include:
- Daily inspection of the office
- Managing office supplies and inventory
- Ordering stationery and consumables
- Coordinating suppliers when necessary
- Maintaining an organised and professional working environment
When clients visit our offices, you will occasionally prepare the meeting room, ensure refreshments are available and welcome visitors professionally. These meetings are not frequent but maintaining a high standard of hospitality is important.
Human Resources Administration
You will coordinate many internal HR processes, including:
- Employee leave management
- Vacation planning
- Attendance monitoring
- Employee files
- Insurance administration
- HR documentation
- Maintaining confidential personnel records
CRM Management
SwissPro uses Zoho CRM.
You will:
- Maintain CRM data quality
- Update client information
- Produce reports
- Analyse CRM activity
- Identify improvements
- Suggest new ideas to improve efficiency and client follow-up
We expect someone who thinks beyond data entry and actively contributes ideas to improve our organisation.
Internal Coordination
One of your most important responsibilities will be coordinating communication between departments.
You will ensure the smooth follow-up of client files between:
- Operations
- Accounting
- Compliance
- Management
You will monitor outstanding actions, remind team members when necessary and help ensure that nothing is forgotten.
Operational Support
Depending on priorities, you may also assist with:
- Preparing invoices
- Organising client documentation
- Coordinating internal projects
- Following up with suppliers
- Supporting management with confidential assignments
As the company grows, your responsibilities will continue to evolve.
Who We Are Looking For
We are searching for someone who is:
- Highly organised
- Extremely proactive
- Reliable
- Trustworthy
- Dynamic
- Positive
- Fast learner
- Solution-oriented
- Able to anticipate problems before they happen
- Comfortable working independently
- Excellent at multitasking
- Calm under pressure
- Curious and eager to continuously improve
Most importantly, we are looking for someone who enjoys taking ownership and becoming an indispensable part of the company.
Our Culture
SwissPro is a Swiss company.
Precision is part of our DNA.
Our founder spent more than 35 years in Swiss private banking, where discipline, organisation, professionalism and attention to detail were essential every single day.
We value people who:
- Take initiative
- Understand instructions quickly
- Deliver work with precision
- Think ahead
- Solve problems independently
- Continuously improve our organisation
We maintain high standards because our clients expect excellence.
In return, we provide a respectful, supportive and professional working environment where initiative and good work are recognised.
Qualifications
Preferred qualifications include:
- Previous experience as an Executive Assistant, Personal Assistant or Office Manager
- Strong organisational skills
- Excellent Microsoft Office skills
- Advanced Excel knowledge is an advantage
- Experience with Zoho CRM is highly desirable
- Comfortable using AI tools such as ChatGPT
- Excellent English (spoken and written)
- Additional languages are an advantage
Career Growth
This is a long-term opportunity.
As SwissPro continues to expand, this position may evolve into:
- Executive Assistant
- Office Manager
- Administration Manager
- Operations Coordinator
- Chief Administrative Officer
We believe in promoting talented people from within.
What We Offer
- Competitive salary based on experience
- Direct collaboration with the Managing Director
- Modern office next to Dubai Mall Metro
- International working environment
- Significant autonomy and responsibility
- Continuous learning opportunities
- Long-term career development within a rapidly growing Swiss company
Apply Now
If you are looking for a challenging position where you can take responsibility, make an impact and grow professionally alongside an ambitious Swiss company in Dubai, we would be delighted to meet you.
SwissPro Business Solutions LLC-FZ
Precision. Trust. Excellence.
Type d’emploi : Temps plein
Rémunération : AED3 000,00 à AED5 000,00 par mois
Lieu du poste : En présentiel
Title: Executive Assistant / Office & Administration Coordinator
Company: Swisstech Consulting LLC
Location: Dubai
