Administrative Assistant

For our client we are seeking a highly organised, proactive, and detail-oriented Administrative assistant to support senior management while overseeing the day-to-day administrative and operational functions of the business. This role combines executive assistance, office management, HR administration, and billing coordination to ensure the smooth running of the organisation. The successful candidate will be responsible for executive support, office operations, client invoicing through Xero, project and billing administration using ClickUp, payment collections, and general business administration. Key Responsibilities Executive and Administrative Support • Manage calendars, meetings, appointments, correspondence, and management requests. • Prepare reports, presentations, letters, and business documents. • Maintain organised digital and physical company records. • Coordinate document approvals, renewals (visa, license, insurance, etc.), submissions, and follow-ups. • Handle confidential company, employee, client, and financial information professionally. Billing, ClickUp and Xero • Review completed tasks, time entries, project records, and billable work in ClickUp. • Confirm which tasks and hours should be billed to each client. • Coordinate with project and account teams to verify billing details. • Prepare and issue client invoices through Xero • Send statements of account and follow up on outstanding payments. • Record payments, supplier invoices, credit notes, and receipts. • Maintain accurate billing, payment, and client account records. • Prepare invoicing, accounts receivable, and collection reports. • Support accountants and auditors with required financial documents. • Handle and maintain the company’s petty cash fund. • Record all petty cash transactions and maintain supporting receipts. • Prepare employee reimbursement/overtime requests. Office Management • Oversee daily office operations and maintain an organised workplace. • Manage office supplies, equipment, maintenance, couriers, and service providers. • Coordinate with suppliers, building management, and external service providers. • Assist with employee onboarding and offboarding, office events, and general administrative requirements. Qualifications and Skills • Previous experience in executive assistance, administration, billing, or office management. • Proficiency in Xero, ClickUp, Microsoft Office, and Google Workspace. • Basic knowledge of invoicing, payment collection, and UAE VAT. • Strong organisational, communication, numerical, and time-management skills. • Excellent attention to detail and ability to manage multiple priorities. • Professional, proactive, reliable, and able to maintain confidentiality. Show more Show less

Qualifications and Skills: • Previous experience in executive assistance, administration, billing, or office management. • Proficiency in Xero, ClickUp, Microsoft Office, and Google Workspace. • Basic knowledge of invoicing, payment collection, and UAE VAT. • Strong organisational, communication, numerical, and time-management skills. • Excellent attention to detail and ability to manage multiple priorities. • Professional, proactive, reliable, and able to maintain confidentiality.

Key Responsibilities Executive and Administrative Support • Manage calendars, meetings, appointments, correspondence, and management requests. • Prepare reports, presentations, letters, and business documents. • Maintain organised digital and physical company records. • Coordinate document approvals, renewals (visa, license, insurance, etc.), submissions, and follow-ups. • Handle confidential company, employee, client, and financial information professionally. Billing, ClickUp and Xero • Review completed tasks, time entries, project records, and billable work in ClickUp. • Confirm which tasks and hours should be billed to each client. • Coordinate with project and account teams to verify billing details. • Prepare and issue client invoices through Xero • Send statements of account and follow up on outstanding payments. • Record payments, supplier invoices, credit notes, and receipts. • Maintain accurate billing, payment, and client account records. • Prepare invoicing, accounts receivable, and collection reports. • Support accountants and auditors with required financial documents. • Handle and maintain the company’s petty cash fund. • Record all petty cash transactions and maintain supporting receipts. • Prepare employee reimbursement/overtime requests. Office Management • Oversee daily office operations and maintain an organised workplace. • Manage office supplies, equipment, maintenance, couriers, and service providers. • Coordinate with suppliers, building management, and external service providers. • Assist with employee onboarding and offboarding, office events, and general administrative requirements.