Virtual Administrative Assistant

Position: Virtual Administrative Assistant

Location: Dubai, UAE (Remote)

Employment Type: Full-time

Experience Level: Mid-level

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About the Client

Our client is a Dubai‑based digital transformation consulting firm dedicated to helping organisations navigate the complexities of the digital era. Leveraging deep industry insight, strategic thinking and cutting‑edge technologies (cloud, AI, RPA, data analytics), the firm partners with businesses across the MENA region to transform operations, enhance customer experience and unlock new growth models. With a commitment to measurable outcomes and innovation, they enable enterprises and government entities in Dubai and beyond to modernise, scale and thrive in a digital‑first world.

About the Role

The Virtual Administrative Assistant position is a full-time, remote role supporting a dynamic digital transformation consulting firm. This mid-level administrative professional is responsible for ensuring seamless virtual office operations, providing comprehensive organizational and clerical support to consultants, project managers, and executive leadership. The role focuses on managing digital workflows, coordinating virtual meetings across multiple time zones, and maintaining high standards of communication and documentation. The Virtual Administrative Assistant plays a pivotal role in enabling the firms consultants to deliver high-impact digital solutions by ensuring operational efficiency and proactive support.

Key Responsibilities

• Manage complex virtual calendars, schedule meetings, and coordinate appointments for multiple team members, often across international time zones.
• Organize and facilitate virtual meetings, including preparing agendas, distributing materials, managing video conferencing tools (such as Zoom, Microsoft Teams, or Google Meet), and recording minutes.
• Handle a high volume of digital correspondence, including drafting, proofreading, and responding to emails and internal communications with professionalism and attention to detail.
• Maintain and update digital filing systems, ensuring all documents are organized, accessible, and compliant with data privacy standards.
• Support project management activities by tracking deadlines, preparing status reports, and assisting with the coordination of deliverables using tools like Asana, Trello, or Monday.com.
• Prepare and format presentations, reports, and proposals using Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications.
• Process invoices, expense reports, and basic bookkeeping tasks using cloud-based accounting software.
• Conduct online research, compile data, and assist with the preparation of client-facing materials and internal documentation.
• Liaise with clients, vendors, and partners virtually, ensuring timely follow-up and professional communication.
• Assist with onboarding new team members by coordinating virtual orientation sessions and managing access to digital tools and resources.

Required Experience & Skills

• Demonstrated experience as a remote or virtual administrative assistant, preferably within a consulting, technology, or professional services environment.
• Advanced proficiency with digital productivity tools, including Microsoft Office Suite, Google Workspace, and cloud-based collaboration platforms.
• Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines in a fast-paced, virtual setting.
• Excellent written and verbal communication skills in English, with a high level of professionalism and attention to detail.
• Experience coordinating virtual meetings and managing digital calendars for multiple stakeholders.
• Familiarity with project management tools (e.g., Asana, Trello, Monday.com) and the ability to support project tracking and reporting.
• Basic understanding of digital bookkeeping and expense management using tools such as QuickBooks, Xero, or similar platforms.
• High degree of discretion and confidentiality in handling sensitive information and client data.
• Proactive problem-solving abilities and a customer-service mindset, with the initiative to anticipate team needs.
• Adaptability to evolving digital tools and willingness to learn new technologies as required.

Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field is preferred.
• Certification in office administration, virtual assistance, or project coordination is advantageous.
• Minimum of 2-3 years of relevant administrative experience, with at least 1 year in a remote or virtual capacity.
• Proven track record of supporting multiple team members or executives in a digital-first environment.

Tools & Technologies

• Productivity Suites: Microsoft Office (Word, Excel, PowerPoint, Outlook), Google Workspace (Docs, Sheets, Slides, Gmail, Calendar)
• Communication & Collaboration: Zoom, Microsoft Teams, Google Meet, Slack
• Project Management: Asana, Trello, Monday.com
• File Management: Dropbox, Google Drive, OneDrive
• Bookkeeping & Expenses: QuickBooks, Xero, Expensify
• E-signature & Document Management: DocuSign, Adobe Acrobat
• Research & Data Compilation: Internet research tools, online survey platforms

This role offers the opportunity to be an integral part of a forward-thinking digital consulting firm, contributing to the efficiency and success of high-impact projects. The Virtual Administrative Assistant will gain exposure to cutting-edge digital transformation initiatives and develop advanced skills in virtual office management, with clear pathways for professional growth in the digital business support field.

By applying to this position, you are granting us permission to process your CV and keep your profile on file for consideration for this and future opportunities.