Dubai Administrative & Projects Coordinator

Admin Assistant

At our office in Dubai, we are looking for a highly organized and proactive Administrative Assistant who excels in project and event management. This role is ideal for someone who thrives in a fast‑paced environment, embraces multitasking, thinks independently, and has a sharp eye for detail.

Responsibilities

• Facilitate the effective management of day‑to‑day administrative operations within the office.
• Develop, review, and improve administrative systems, policies, and procedures.
• Ensure all equipment is working and properly maintained, providing support to the IT team.
• Manage schedules and deadlines for business operations tasks aligned with the Country Manager.
• Oversee facilities services with external providers, maintenance activities and tradespersons (e.g. electricians).
• Supervise office inventories via the Office Assistant.
• Handle general office stationery printing (e.g., business cards, brochures).
• Coordinate general announcements for the Dubai office to external customers and distributors, including holiday announcements, in alignment with the Country Manager.
• Support business teams with organizing business reviews with distributors.
• Maintain and update the travel calendar for colleagues in the office.
• Prepare PowerPoint presentations and statements/letters as required by the Country Manager.
• Ensure NDAs, supplier and distributor contracts are well coordinated.
• Maintain organized digital and physical filing systems.
• Monitor, coordinate, and track assigned projects related to business operations.
• Support activities and events for the Dubai office, including printing, travel arrangements, and related tasks.

Qualifications

• Minimum 5 years proven experience in administrative support, project coordination, and/or event planning.
• Experience creating presentations in PowerPoint.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of project‑management tools is an advantage.
• Ability to work independently and handle confidential information with discretion.
• Strong attention to detail and problem‑solving skills.
• Experience in budget management and vendor coordination is a plus.

You will report to the Country Manager / Head of Marketing Communications – FBB MEIA.

Novonesis is committed to creating a diverse environment and is proud to be an equal‑opportunity and affirmative‑action employer. All employment decisions are based on business needs without regard to race, color, ethnicity, religion, gender identity, sexual orientation, national origin, genetics, age, disability, or veteran status.

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