Job Description

Job Title: Office Assistant

Location: Dubai, UAE

Salary: 15,000-30,000 AED (depending on experience)

About Prepaire:

Prepaire is a forward-thinking company in the personalized medicine industry, committed to transforming healthcare by offering innovative, data-driven solutions tailored to individual needs. We aim to improve patient outcomes by leveraging cutting-edge technology and personalized care strategies. At Prepaire, we foster a collaborative and dynamic environment where creativity, innovation, and a patient-first mindset drive everything we do.

Position Overview:

We are looking for a proactive and highly organized Office Assistant to join our team at Prepaire. This individual will play a key role in ensuring that our office operates smoothly on a daily basis, providing essential administrative support to various departments. The Office Assistant will help maintain a well-organized, professional, and welcoming environment for both employees and clients.

Key Responsibilities:

Office Operations & Administration:

• Manage the day-to-day administrative functions of the office, ensuring a smooth and efficient work environment.
• Schedule meetings, organize appointments, and manage the calendars of key staff members.
• Handle all incoming communications, including phone calls, emails, and postal mail, ensuring timely responses.
• Order and manage office supplies, maintaining appropriate stock levels and liaising with suppliers.
• Maintain organized physical and electronic filing systems, ensuring ease of access and confidentiality.
• Assist in preparing, editing, and proofreading reports, presentations, and official documentation.
• Coordinate travel arrangements for staff, including booking flights, hotels, and transportation.

Client & Visitor Relations:

• Greet clients and visitors in a professional and friendly manner, ensuring a positive first impression.
• Coordinate meetings with clients, ensuring meeting rooms are prepared and all required materials are available.
• Provide support during client meetings and help manage their overall experience at Prepaire.

Internal Team Support:

• Work closely with various departments, offering administrative assistance to ensure smooth workflows.
• Help organize internal company events, team meetings, training sessions, and team-building activities.
• Assist with general HR, finance, and project management tasks as needed.
• Help with organizing and maintaining company records, ensuring they are up-to-date and compliant with regulations.

Health and Safety Compliance:

• Ensure the office complies with health and safety standards, coordinating necessary safety checks and maintenance.
• Keep track of safety-related documentation and assist in emergency preparedness.

Qualifications and Skills:

Education:

• A Bachelor's degree or equivalent qualification in business administration, office management, healthcare administration, or a related field.
• Additional certifications in office management, project management, or other relevant disciplines would be considered a plus.

Experience:

• At least 2 years of experience in an administrative, office assistant, or similar role.
• Experience in the healthcare, biopharma, or personalized medicine sectors is highly preferred, but not essential.
• Proven ability to manage office operations efficiently, including handling administrative tasks, scheduling, and coordinating between departments.
• Familiarity with working in a fast-paced, dynamic environment where attention to detail and multitasking are key to success.

Technical Skills:

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Experience with office management systems and tools, such as Google Suite, CRM systems, or project management platforms like Trello or Asana.
• Familiarity with office equipment (e.g., printers, fax machines, video conferencing tools) and troubleshooting minor issues.
• Ability to adapt quickly to new technologies and software used within the company.

Communication Skills:

• Exceptional verbal and written communication skills in English; proficiency in Arabic is a plus.
• Ability to clearly and effectively communicate with all levels of staff, clients, and visitors, maintaining professionalism at all times.
• Strong interpersonal skills and the ability to maintain positive relationships with internal teams, external clients, and stakeholders.

Organizational Skills:

• Excellent organizational and time management skills, with a demonstrated ability to manage multiple tasks and priorities effectively.
• High attention to detail and the ability to ensure accuracy in all administrative tasks, documentation, and reporting.
• Ability to manage confidential and sensitive information with discretion and integrity.

Personal Attributes:

• A proactive, self-starter attitude, with the ability to take initiative and work independently with minimal supervision.
• A strong sense of responsibility and ownership over tasks, ensuring high-quality results even in busy or challenging situations.
• Excellent problem-solving abilities and a resourceful approach to finding solutions.
• Strong work ethic, professionalism, and integrity.

Desirable Skills (Not Required but a Plus):

• Previous experience with healthcare-related or medical industry documentation and terminology.
• Knowledge of personalized medicine and an understanding of biopharma or healthcare-related practices is beneficial.
• Experience in event coordination or project management.
• Fluency in Arabic is highly advantageous.

What We Offer:

• Competitive Salary: 15,000-30,000 AED per month based on experience.
• Dynamic Work Environment: Be a part of a company at the forefront of personalized medicine and innovation.
• Career Growth: Opportunities for professional development and career progression.
• Work-Life Balance: Flexible working hours and a supportive team culture.
• Health & Wellness Benefits: Comprehensive benefits package, including health insurance.

How to Apply:

If you are passionate about supporting a high-performing team in an exciting, fast-paced industry, we'd love to hear from you! Please submit your CV along with a cover letter detailing your relevant experience and why you believe you'd be a great fit for Prepaire.

For more information,

Visit us at www.prepaire.com

Job Type: Full-time

Pay: AED15,000.00 - AED35,000.00 per month