Administrative Assistant, Dubai

Position Details:
The Administrative Assistant is a vital member of our Administrative Services team, which underpins the day-to-day operations of the Firm across our global offices. This role delivers proactive, reliable, and detail-oriented support in areas including office management, facilities, executive assistance, and general administrative services. Administrative Assistants serve as trusted operational partners, ensuring coordination and execution of tasks that support both local office needs and contribute to broader firm-wide initiatives. The role requires flexibility and autonomy, with the ability to adapt to shifting priorities and provide support across multiple teams as required.

Working closely with the Global Operations Team, Office Managers, and Executive Assistants, the Administrative Assistant plays a key role in maintaining a professional, efficient, and welcoming environment for clients, visitors, and colleagues. The role may also include occasional administrative coordination with the DIFC and other regulatory authorities to support local office requirements.

Location: Dubai Office

Supervisor:
Reports to: Local Management

Collaborates with: Global Operations, Administrative Services Hub, and cross-functional teams

Main Responsibilities:
_ Front of House & Office Services_- Act as the first point of contact for visitors and employees, ensuring a professional welcoming experience.- Maintain continuous Reception Desk coverage, coordinating breaks with Office Services Manager and regional reception team as needed.- Manage incoming calls in accordance with firm protocols, ensuring accurate and timely routing.- Manage incoming and outgoing office mail and packages, ensuring accurate distribution and record-keeping.- Coordinate meeting room setups and breakdowns, ensuring readiness for internal and client-facing engagements.- Facilitate access and workspace arrangements for visiting staff and guests.- Provide first-line troubleshooting for Zoom room setups; escalate to IT Helpdesk when needed.- Maintain conference room calendars and ensure all spaces are client ready.- Work with Office Services Manager to monitor and replenish office pantry and supply areas, managing inventory proactively, coordinating with vendors, and ensuring purchases are made in line with the office’s budget.- Maintain copy/print areas, ensuring they are fully stocked with stationery and equipment is in good working order.- Support planning and execution of office events, including firm-wide gatherings and community initiatives, including arrangements for facilities, catering, invitations or meeting materials.- Conduct regular floor walks to identify and address maintenance or concierge needs.- Liaise with building management on office security, temperatures, maintenance etc.- Work with Office Services Manager to coordinate office service requests, monitor space utilization, and support office moves or reconfiguration as required.

_ Administrative Support_- Deliver timely and accurate administrative support via the firm’s real-time ticketing system (HALO), adhering to all related policies and procedures.- Establish and maintain relationships with office vendors, monitor performance, and assist with contract management as required.- Coordinate with external vendors for services such as document production tasks including photocopying, scanning, printing, binding, and courier arrangements.- Process invoices and expense claims using Chrome River.- Assist with attorney admissions, including registration and membership renewals.- Assist with basic compliance and registration tasks on the DIFC portal and DLAD system, including updating firm records, maintaining license documentation, and coordination with the Regional Operations Lead or legal team as required.- Support with local and international travel arrangements and logistics for attorneys and staff, including bookings for flights, hotels, and transfers, in line with firm policies.- Contribute to planning and coordination of Business Development (BD) meetings, events, conferences, and client dinners.- Maintain and update client contact information in the firm’s CRM system (OnePlace).- Provide calendaring and scheduling support to client matter teams as needed.- Ensure local office intranet pages are current and accurate.- Perform additional administrative duties as required to support the business.- Minimum 2 years of administrative experience in professional services, corporate, or legal environment.- Prior experience working in DIFC environment, including familiarity with DIFC or DLAD administrative portals, will be considered a strong advantage.- Knowledge of Arabic would be an asset.- Reliable and consistent attendance is essential.- Collaborative and team-oriented, with a commitment to supporting both local and global colleagues.- Proficiency in Microsoft Office suite (Word, Excel, PowerPoint)- Self-motivated and detail-focused, with the ability to work ind