Department Secretary

Looking to be part of the coolest digital e-commerce team in the Middle East? Ounass is your one-stop destination for all things luxury, offering an unparalleled selection of fashion, beauty, watches, homeware, and jewellery for the regions discerning customers.

As a homegrown platform, Ounass is driven by innovation and a passion for excellence. Our culture unites us and fuels our ambition to be the leading luxury technology platform in the Middle East, ensuring were the first choice for our customers.

Based in the vibrant city of Dubai and part of the renowned Al Tayer Group, our dynamic team of 400+ spans over 50 nationalities. Together, we’re constantly pushing boundaries, growing the brand, and shaping the future of luxury in the region.

We are looking for a detail orientated and proactive Department Secretary to handle a diverse range of administrative and operational tasks. This role supports the smooth operation of the department, assists the VP and team members, and ensures all departmental needs are met efficiently.

Key Responsibilities:

• Administrative Support:
• Manage visa renewals and Schengen visa applications.
• Handle document signing, collection, and handover processes.
• Handle budget tracking, expense submissions, and monthly reconciliations to ensure financial accuracy.
• Coordinate bank related forms and ensure timely deposits.
• Submit reimbursement forms to the cash office.
• Travel and Event Coordination:
• Manage team travel logistics, including flight, hotel, transfer, and travel insurance arrangements, as well as creating LPOs for travel needs.
• Support the team in organizing brand events.
• Handle ad-hoc and pop-up travel arrangements for the team.
• Obtain necessary approvals for events and coordinate with internal teams to ensure timely and smooth execution.
• Vendor and Facility Coordination:
• Liaise with vendors for deliveries and assist with receiving goods.
• Book meeting rooms and basement parking as required.
• Arrange facilities like F&B and cleanliness for meetings or events.
• Miscellaneous Duties:
• Respond to team queries and manage ad-hoc administrative requests.
• Assist with team meeting preparations, including sending invites and booking rooms.
• Collaborate with Legal and Projects teams to finalize contracts, NDAs, and other required documents.
  

• Proven experience in administrative or secretarial roles.
• Exceptional organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and office management tools.
• Ability to handle confidential and sensitive information with discretion.
  
  

• Extensive experience in an administrative or office support capacity.
• Experience in e-commerce organization and/or retail is an advantage.
  
  

• The opportunity to shape the future of fashion with a dynamic & autonomous multinational team
• Potential for personal growth, training, and further development of skills
• Enjoy attractive discounts across our brands
• Benefit from a competitive, tax-free salary
• Wellness benefits
• Flexible working opportunities