Administrative Officer

Job Description

Administrative & Office Support

• Provide professional reception and front-desk services to visitors, ensuring a positive image of the Client.
• Manage incoming calls, emails, and correspondence; screen, prioritize, and respond to routine inquiries efficiently.
• Prepare, draft, and distribute internal communications such as emails, memos, reports, and announcements.
• Maintain accurate records, files, and confidential documents through a structured archiving system.
• Monitor and maintain office supplies, stationery, equipment, and refreshments.
  
  

• Manage calendars and schedule meetings, appointments, and committee sessions for the Line Manager.
• Prepare meeting agendas, attend meetings, record Minutes of Meeting (MOM), and follow up on action items.
• Coordinate communication between the department and internal/external stakeholders.
• Ensure stakeholders are regularly informed of departmental updates and decisions.
  
  

• Assist in processing administrative requests such as leave schedules, return-from-leave requests, and workload forms.
• Coordinate with the Operations Manager and relevant units regarding HR, budget, accreditation, and strategic documentation.
• Identify departmental requirements related to furniture, IT systems, stationery, and maintenance, and follow up on approvals.
• Support travel arrangements, transportation, and logistics for faculty, staff, and visitors.
  
  

• Support planning and coordination of college/department events and activities for the Client.
• Coordinate documentation and security clearance for external visitors and guest speakers.
• Assist with onboarding and guidance of new administrative staff.
• Perform any other duties assigned by the Line Manager in line with departmental needs.
  
  

• Minimum of a Diploma in Business Administration, Office Management, or similar discipline.
• 2-4 years of UAE experience in a similar role, preferably in higher education institutions.
• A Bachelor’s degree, or professional qualification in a relevant discipline, will add an advantage.