Office Assistant

4 months ago


Dubai, United Arab Emirates Al Haktur IT Solutions Full time

**Qualifications & Education**
- Bachelor Degree in Business Administration, Media and comunication or related field

**Experience**
- At least 2 years experience in an educational institution

**Skills / Training / Knowledge**
- Ability to multi-task
- Preferably bilingual (speaks English and Arabic fluently)
- Very high degree of independence, responsibility, and judgment.
- Maintains a professional image and relationships with faculty/students and all stakeholders.
- Must maintain confidentiality.
- Accountable for the smooth running of the office, with all administrative responsibilities and tasks
- Effectively resolves daily matters independently.
- Knowledge of University programs and operations including Administrative and Academic affairs is preferred.

**Responsibilities**:

- Ensures appropriate protocol is implemented for the Management Office when dealing with senior management and other official bodies.
- Assist in managing calendars, scheduling appointments, and coordinating meetings, ensuring optimal time management and prioritization.
- Prepare and distribute correspondence, memos, reports, and presentations as requested.
- Maintain and organize physical and digital files, records, and documents, ensuring accuracy, confidentiality, and easy retrieval.
- Maintains an up-to-date and accurate filing system of all documents received through the Division Head Office
- Maintains and confirms the Division Head’s diary in cooperation with other Offices / Departments / Colleges
- Coordinate travel arrangements, including flight bookings, hotel reservations, and transportation logistics for team members as needed.
- Assist with preparing and reviewing expense reports, ensuring accuracy and adherence to company policies.
- Support the management team in preparing for meetings, including compiling relevant materials, conducting research, and creating presentations.
- Monitor and manage office supplies inventory, placing orders when necessary and ensuring adequate stock levels.
- Collaborate with other team members to coordinate and execute company events, meetings, and special projects.
- Manages simultaneous projects ensuring timely and effective delivery.
- Uphold strict confidentiality in handling sensitive information and documents.


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