Job Type: Full-Time

Location: Dubai, UAE (JLT – DMCC)

Industry: IT, Software & Internet Services

Department: Administration & Secretarial

About the Role

A well-established IT company based in JLT (DMCC) is looking for a proactive and highly organized Office Assistant to oversee administrative operations and provide structured executive support to the CEO. This role requires strong coordination skills, attention to detail, and familiarity with Dubai’s regulatory and administrative procedures.

Key Responsibilities

Office Administration & Operations

• Ensure smooth day-to-day office operations, including supplies management, maintenance, and general upkeep.

• Manage office-related expenses such as utilities, subscriptions, invoices, and service payments; track due dates and maintain accurate records.

• Handle company renewals, cancellations, and regulatory documentation in coordination with Dubai Multi Commodities Centre (DMCC) and relevant authorities.

• Liaise with building management, service providers, and external vendors.

• Maintain updated corporate records, licenses, registrations, and internal databases.

• Oversee electronic filing systems (Google Workspace, Dropbox) ensuring documents are properly structured, organized, and securely maintained.

Finance & Accounting Coordination

• Track company expenses and maintain organized records of invoices and payments.

• Support preparation and compilation of financial documentation for reporting purposes.

• Coordinate with accountants or finance partners as required.

Executive & Administrative Support

• Provide comprehensive administrative support to the CEO, including correspondence management and document preparation.

• Assist in coordinating documentation, payments, and follow-ups related to the CEO’s property portfolio.

• Prepare and format reports, presentations, spreadsheets, and official documents with high accuracy and professionalism.

Requirements

• Proven experience as an Office Assistant, Administrative Assistant, or similar role in Dubai, UAE.

• Practical knowledge of Dubai administrative procedures, including visa processing and company renewals.

• Experience working with DMCC is preferred.

• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint).

• Solid experience using Google Workspace (Docs, Sheets, Drive) and Dropbox.

• Excellent command of English (written and spoken).

• Strong organizational and multitasking skills with high attention to detail.

• High level of discretion, professionalism, and reliability when handling confidential information.

About the Company

Neo Vault is a boutique IT solutions provider headquartered in Dubai, UAE. The company specializes in delivering innovative, technology-driven solutions tailored for trading companies, helping enhance operational efficiency, transparency, and digital transformation.