Job Description

The Role

Job Purpose: The Administrative Assistant is responsible for ensuring the smooth and efficient operation of the office and providing essential administrative support. This position combines organizational skills, attention to detail, and strong communication to create a productive and welcoming work environment. The role involves supporting various departments, including HR, accounting, IT, production, and public relations, while maintaining a well-organized and efficient working environment. Job Duties and Responsibilities: Administrative Support o Manage calendars, meetings, correspondence, and records. o Handle travel arrangements, reports, and internal communications. o Office Operations and Facilities Management o Oversee office operations, supplies, and facility maintenance. o Liaise with vendors and building management for smooth office functioning. Event Coordination o Plan and execute agency events, meetings, and employee engagement activities. o Financial and HR Support o Track expenses, process invoices, and maintain financial and HR records. o Assist in recruitment, onboarding, and compliance-related documentation. IT and Production Support o Coordinate with IT vendors and manage IT asset inventory. o Support production logistics and ensure timely updates on campaign progress. Public Relations (PRO) Assistance o Handle visa, labor card, and company license renewals. o Maintain a compliance calendar for regulatory deadlines. Communication and Compliance o Facilitate internal and external communication and ensure adherence to health and safety regulations. Team Collaboration o Support cross-departmental needs, including project coordination and documentation.



Requirements

• Bachelor's degree in Business Administration, Office Management, Human Resources, Accounting, or a related field. o Proven experience in office management, administrative support, or a similar role, preferably in a creative or advertising agency setting. o Basic understanding of UAE labor laws, visa processes, and accounting principles. o Strong organizational skills, with the ability to multitask, prioritize tasks, and meet deadlines in a fast-paced environment. o Excellent communication skills, both verbal and written, with a professional and friendly demeanor. o Proficiency in office productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint), Bazat, Zoho, and collaboration platforms. o Attention to detail and problem-solving skills, with the ability to anticipate needs, identify issues, and implement effective solutions. o Strong interpersonal skills, with the ability to interact with individuals at all levels of the organization and establish positive working relationships. o Discretion and confidentiality when handling sensitive information. o Proactive attitude, with a capacity to embrace challenges and an enthusiasm to take initiative in office coordination tasks. Required Competencies: o Organization and Time Management: Ability to effectively organize and manage multiple tasks, prioritize workload, and meet deadlines in a dynamic environment. o Attention to Detail: Meticulous approach to administrative tasks, ensuring accuracy, completeness, and consistency. o Communication and Interpersonal Skills: Strong written and verbal communication skills, with the ability to communicate clearly, professionally, and tactfully with various stakeholders. o Problem-Solving and Resourcefulness: Ability to identify issues, troubleshoot problems, and find practical solutions to maintain smooth office operations. o Adaptability and Flexibility: Ability to adapt to changing priorities, work independently, and handle unexpected situations with composure and professionalism. o Team Collaboration: Capacity to work collaboratively and supportively with diverse teams, fostering a positive and inclusive work environment. o Professionalism and Confidentiality: Demonstrated integrity and professionalism when handling sensitive information, maintaining confidentiality and discretion. o Customer Service Orientation: Commitment to providing excellent service to both internal and external stakeholders, demonstrating a helpful and responsive attitude.


About the company

Space Oddity is a fully integrated advertising agency with offices in the UAE and Lebanon since 2009. Our eclectic team of talents believes that groundbreaking concepts come from a spotless know-how and a pinch of eccentricity.