Location: Dubai, UAE
Employment Type: Full-Time
Industry: Marketing, Advertising & PR

We are seeking a highly organised and proactive Administrative & Traffic Coordination Assistant to support the smooth day-to-day operations of our dynamic advertising agency. This role combines office administration with project traffic coordination, ensuring internal teams are aligned, deadlines are tracked, and deliverables are executed efficiently.

The ideal candidate will serve as a central coordination point across departments, supporting administrative, operational, and project-related activities in a fast-paced, creative environment.

Key Responsibilities

Administrative & Office Support

• Manage calendars, meeting schedules, correspondence, reports, and travel arrangements.

• Prepare internal documentation and maintain accurate records.

• Support leadership and department heads with administrative tasks.

Office Operations & Facilities Management

• Oversee office supplies and vendor coordination.

• Support facilities management and ensure smooth office operations.

• Liaise with service providers and manage office-related contracts.

Project Traffic & Coordination

• Track ongoing projects, timelines, and deliverables across departments.

• Maintain project trackers and ensure adherence to deadlines.

• Follow up with teams to ensure workflow efficiency and accountability.

Event & Project Support

• Assist in organizing internal meetings and events.

• Support production logistics and cross-team coordination.

HR & IT Support

• Assist with recruitment coordination and onboarding documentation.

• Maintain HR records and employee documentation.

• Support IT asset tracking and coordination.

Communication & Collaboration

• Act as a key communication link between departments.

• Ensure information flow is clear, accurate, and timely.

Required Qualifications:

• Bachelor’s Degree in Business Administration, Office Management, or related field.

• Proven experience in administrative support or office management (agency experience preferred).

• Strong organizational and multitasking skills.

• Excellent verbal and written communication skills.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

• High attention to detail and strong problem-solving skills.

• Professional demeanor with strong interpersonal skills.

• Ability to maintain discretion and confidentiality.

• Proactive, adaptable, and comfortable in a fast-paced environment.

Core Competencies:

• Organization & Time Management

• Attention to Detail & Accuracy

• Cross-Department Coordination

• Problem-Solving & Initiative

• Professionalism & Confidentiality

• Adaptability & Team Collaboration

About the Company

Space Oddity is a fully integrated advertising agency established in 2009, with offices in the UAE and Lebanon. The agency is known for combining strategic expertise with creative innovation, delivering impactful campaigns driven by deep industry knowledge and bold thinking.