Executive Assistant & Office Administrator

About PRONYX PRONYX Trading L.L.C. is a fast-growing IT distribution company based in Dubai, specializing in technology products and representing leading global brands across the UAE and GCC markets. We are looking for a highly organized, proactive, and reliable Executive Assistant & Office Administrator to provide executive support to the CEO while managing the company's day-to-day administrative operations. This position is ideal for someone who enjoys taking ownership, works independently, and thrives in a dynamic business environment. Key ResponsibilitiesExecutive Support • Provide comprehensive administrative and executive support to the CEO. • Manage calendars, appointments, meetings, and daily schedules. • Coordinate business travel, including flights, accommodation, transportation, and travel documentation. • Prepare presentations, reports, correspondence, and meeting minutes. • Handle confidential information with the highest level of professionalism. • Act as the key liaison between the CEO, employees, customers, suppliers, and external stakeholders. Office Administration • Oversee the daily operation of the office and ensure efficient administrative processes. • Manage incoming calls, emails, courier services, and official correspondence. • Welcome visitors and coordinate meeting arrangements. • Maintain office supplies, equipment, filing systems, and administrative records. • Prepare business documents, reports, spreadsheets, and presentations. HR Administration • Coordinate recruitment activities, interview scheduling, and employee onboarding. • Maintain employee records, attendance, leave management, and HR documentation. • Support general HR administrative activities. Government Relations & Corporate Administration • Coordinate company documentation, including Trade License, Establishment Card, Ejari, visas, Emirates ID, labor-related documentation, and insurance. • Liaise with UAE government entities such as MOHRE, GDRFA, DED, AMER, TASHEEL, RTA, and other relevant authorities. • Ensure all company licenses and official documents remain valid and up to date. Finance & Administrative Support • Manage petty cash and maintain accurate administrative expense records. • Assist with administrative documentation related to finance and operations. External Coordination • Visit government departments, banks, courier companies, and other external organizations when required. • Submit, collect, and process official documents on behalf of the company. Utilities & Facility Administration • Manage company utility accounts including DEWA, DU, Etisalat, Aquacool, and other service providers. • Monitor renewals, payments, and service requests. Requirements • Bachelor's degree in Business Administration, Office Management, or a related field. • Minimum 4–5 years of relevant UAE experience as an Executive Assistant, Office Administrator, Personal Assistant, Office Manager, or similar role. • Currently based in the UAE. • Strong knowledge of UAE labor procedures, visa processing, Emirates ID, MOHRE, GDRFA, DED, AMER, TASHEEL, and related government processes. • Excellent organizational, planning, and multitasking skills. • Strong communication and interpersonal abilities. • High level of professionalism, integrity, and confidentiality. • Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook). • Ability to work independently, prioritize tasks, and perform under pressure. • Fluency in English is required. Arabic is an advantage. Preferred Qualifications • Previous experience supporting C-level executives. • Experience in an IT distribution, trading, or corporate environment. • UAE driving license is an advantage. • Candidates available to join immediately or within a short notice period will be given preference. Why Join PRONYX? At PRONYX, you'll become part of a growing and ambitious organization where your contributions make a real impact. We value professionalism, ownership, continuous learning, and long-term career development. If you believe you're the right fit for this role, we'd love to hear from you. Show more Show less

Bachelor's degree in Business Administration, Office Management, or a related field. Minimum 4–5 years of relevant UAE experience as an Executive Assistant, Office Administrator, Personal Assistant, Office Manager, or similar role. Currently based in the UAE. Strong knowledge of UAE labor procedures, visa processing, Emirates ID, MOHRE, GDRFA, DED, AMER, TASHEEL, and related government processes. Excellent organizational, planning, and multitasking skills. Strong communication and interpersonal abilities. High level of professionalism, integrity, and confidentiality. Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook). Ability to work independently, prioritize tasks, and perform under pressure. Fluency in English; Arabic is an advantage.

Provide comprehensive administrative and executive support to the CEO. Manage calendars, appointments, meetings, and daily schedules. Coordinate business travel, including flights, accommodation, transportation, and travel documentation. Prepare presentations, reports, correspondence, and meeting minutes. Handle confidential information with a high level of professionalism. Act as the key liaison between the CEO, employees, customers, suppliers, and external stakeholders. Oversee the daily operation of the office and ensure efficient administrative processes. Manage incoming calls, emails, courier services, and official correspondence. Welcome visitors and coordinate meeting arrangements. Maintain office supplies, equipment, filing systems, and administrative records. Prepare business documents, reports, spreadsheets, and presentations. Coordinate recruitment activities, interview scheduling, and employee onboarding. Maintain employee records, attendance, leave management, and HR documentation. Support general HR administrative activities. Coordinate company documentation, including Trade License, Establishment Card, Ejari, visas, Emirates ID, labor-related documentation, and insurance. Liaise with UAE government entities such as MOHRE, GDRFA, DED, AMER, TASHEEL, RTA, and other relevant authorities. Ensure all company licenses and official documents remain valid and up to date. Manage petty cash and maintain accurate administrative expense records. Assist with administrative documentation related to finance and operations. Visit government departments, banks, courier companies, and other external organizations when required. Submit, collect, and process official documents on behalf of the company. Manage company utility accounts including DEWA, DU, Etisalat, Aquacool, and other service providers. Monitor renewals, payments, and service requests.