Administrative Assistant, Special Projects

Administrative Assistant, Special Projects (21033) Atlantis Dubai is part of Kerzner International, and home to two extraordinary resorts: the world-renowned Atlantis, The Palm and the ultra-luxury Atlantis The Royal. Together, they represent world-class service, bold innovation, and unforgettable experiences brought to life. With over 6,000 colleagues from 129 nationalities, Atlantis Dubai operates as one team, with many departments and back-of-house functions seamlessly supporting both resorts. Across every role and department, our shared purpose is the same: to create amazing experiences and everlasting memories - not only for our guests, but for our colleagues too. About The Role Primarily responsible for organizing the office of the VP, Special Projects by providing high-level administrative support and co-ordination of all related concerns within the Business. Key Duties and Responsibilities - Provides day-to-day administration support - Responsible for calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, agencies and suppliers to coordinate a variety of complex executive meetings - Communicate and handle incoming and outgoing electronic communications - To assist in organizing email correspondence by keeping track of incoming messages and ensuring that urgent information/action points are either passed on to relevant people or handled personally by the VP, Special projects - To liaise between the team and other operational or relevant department - To organize meetings, conference calls, presentations on behalf of the VP, Special Projects which may involve internal or external customers - To ensure meeting materials, reports and correspondence are prepared and presented prior to each daily, weekly, bi-weekly, team meetings/conference call - To keep a task list for follow up for the VP, Special Projects - Preparing meeting notes and action plan lists based on meetings conducted as maybe required from time to time - Arrange travel schedule, reservations, visa requirements, etc. - Organize reimbursement forms, entertainment forms, comp forms, room upgrade forms, etc - To prepare Travel/ arrival requirements, agenda, meetings and other related items for Kerzner executives arriving from offices abroad - Coordinate with IT personnel, to ensure that PC / Laptop / Telephone and other IT equipment are well maintained and smoothly running at all time - To maintain an up-to-date contacts list - Maintain an up-to-date Personnel Filing System for the department - Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner - Raising purchase orders, payment submissions to finance, Capex tracking and reallocations, office administration, contractor and consultant support like arranging permits and site access. - Ensure that all reports are done in a timely fashion by department and submitted - Obtain approvals for various requisitions that come through for approval (comp forms, travel requests, POs, etc) About You - University degree - 3+ years relevant experience - Ability to maintain high level of confidentiality - Good command of spoken and written English - Superior Administration/organizational skills and Time Management - Meticulous attention to details - Computer skills We offer a competitive, tax-free salary paid in UAE Dirhams (AED), alongside a wealth of benefits. These include generous food and beverage privileges, exclusive discounted rates at all Kerzner properties worldwide, comprehensive health insurance (with dental coverage), annual flights home, life insurance, an incentive programme, and a variety of colleague wellness and social initiatives. With a strong emphasis on learning and development, colleagues at Atlantis enjoy access to world-class training, career mobility, and internal growth opportunities across the Kerzner portfolio - making this an ideal environment for ambitious individuals seeking a long-term, fulfilling career in luxury hospitality. Join the A-Team and discover the extraordinary.

Provides day-to-day administration support; calendar management coordinating complex executive meetings with internal and external stakeholders; handle incoming/outgoing communications; organize email correspondence and triage urgent items for the VP, Special Projects; liaise between team and operations; organize meetings and presentations for the VP; prepare meeting materials, reports, and correspondence for daily/weekly/bi-weekly meetings; maintain task lists for follow-up; prepare travel arrangements, visa requirements; manage reimbursement, forms, and related administrative processes; coordinate with IT to ensure devices are functioning; maintain up-to-date contacts and personnel filing; manage multiple projects, raise purchase orders, submit payments, Capex tracking and reallocations; ensure timely reports from department; obtain approvals for requisitions.