Administrative Assistant - United Arab Emirates, Dubai - Knight Frank MENA

    Knight Frank MENA
    Knight Frank MENA United Arab Emirates, Dubai

    1 day ago

    Description
    Job Description

    Overview

    We are currently seeking a detail-oriented and organized Administrative Assistant to provide comprehensive support to our team.

    You will play a key role in ensuring smooth day-to-day operations by handling various administrative tasks and supporting our staff members.

    Responsibilities

    • Make travel arrangements for team members such as booking flights, cars, and hotel reservations.
    • Organize and maintain documents, records, and files (including emails, reports, letters, schedules, forms and tender documents) in paper and/or electronic format, ensuring accuracy and easy retrieval. Ensure all documents have a file path for reference.
    • Prepare and draft letters, reports, agendas, and papers for meetings.
    • Inputs and updates information in databases and spreadsheets.
    • Assist in data entry, generating reports, and compiling information as required by the team.
    • Assist in drafting and collating pitching material.
    • Support team members with MS Word, PowerPoint and Excel based tasks.
    • Ensure reports and outputs are in line with formatting standards.
    • Maintain office efficiency by organizing and implementing administrative systems, procedures, and policies.
    • Control and maintenance of team diaries, making appointments and arrangements for all meetings and inspections with clients, developers, agents, owners and colleagues.
    • Prepare precise targeted emarketing emails.
    • Liaise with internal and external accounts departments as required for raising of invoices, travel and expense reporting and other items. Ensure files adhere to audit regulations.
    • Arrange and execute post and courier services.
    • Answer phone calls, respond to emails, and handle correspondence on behalf of the team.
    • Handle computer/database (KF Database, Contacts Register, Hub).
    • Maintain correct contact information on People Search for the department.
    • Other tasks as required.
    Skills and Qualifications

    • Minimum of 2 years proven experience as an Administrative Assistant, or similar role.
    • Excellent interpersonal and communications skills.
    • Professional, pleasant and confident manner in making and receiving phone calls.
    • Strong organizational and problemsolving abilities.
    • Ability to take initiative and work proactively.
    • Ability to work through periods of high workload.
    • Ability to maintain and improve filing systems.
    • Attention to detail and a high level of accuracy.
    • Ability to maintain confidentiality and handle sensitive information.
    • Strong team player with the ability to build relationships.
    • Flexibility, adaptability, and a cooperative attitude.
    • Understanding of regional business culture and regulations.
    • Software: Microsoft Office programs (Excel, PowerPoint, Outlook and Excel) to an advanced level including mail merge.
    • Language skills: Fluency in English, written and verbal.

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