Admin Assistant

Job description / Role

We are seeking a highly organized and proactive Administrative Assistant to join our dynamic team. The ideal candidate will possess a strong proficiency in Microsoft Office tools such as Excel, Word, Outlook, and Teams, as well as creative design platforms like Canva. This position involves supporting various administrative tasks, including drafting documents, creating proposals and engagement letters, preparing reports, managing emails, and assisting with office management duties.
In addition to administrative responsibilities, this role also serves as the first point of contact for visitors, acting as the receptionist, monitoring footfalls, and assisting with scheduling and coordination of meetings. The successful candidate will be a key contributor to maintaining smooth office operations, ensuring efficiency, and providing support to various teams.

Key Responsibilities:

Administrative Support:
• Create and design professional proposals, engagement letters, and reports using Canva.
• Draft and proofread emails, letters, and other correspondence.
• Prepare and maintain accurate and up-to-date documentation (contracts, reports, presentations, etc.).
• Assist in the preparation of presentations and reports in Microsoft Word, Excel, and PowerPoint.
• Handle general office tasks including filing, record-keeping, and data entry.
• Support the team in scheduling, calendar management, and meeting coordination.
• Maintain an organized and updated database of client records, documentation, and employee records

Receptionist and Office Management:
• Serve as the first point of contact for visitors, providing excellent customer service.
• Monitor footfall and maintain visitor logs.
• Answer, screen, and direct phone calls, and respond to emails in a professional manner.
• Schedule meetings, ensure meeting rooms are prepared, and manage virtual meeting arrangements using Teams and Outlook.
• Mark attendance and monitor employee presence.
• Perform inventory stock taking and keep track of office supplies and equipment.

Team Collaboration:
• Coordinate with different departments to ensure smooth office functions.
• Assist team members with administrative tasks to ensure overall efficiency.
• Maintain and update databases, contacts, and various internal systems.

Skills & Qualifications:
• Education: Bachelor’s degree in business administration, Communications, or a related field.
• Experience: 1-2 years of administrative experience, ideally in a corporate or office environment.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).
• Strong knowledge and experience using Canva for creating documents and presentations.
• Excellent written and verbal communication skills.
• Ability to handle multiple tasks and prioritize effectively.
• Strong attention to detail and accuracy in all tasks.
• Professional demeanor and excellent customer service skills.
• Strong organizational skills with the ability to manage time effectively.
• Ability to work independently and as part of a team.

Preferred Experience:
• Prior experience in proposal creation, document drafting, or report generation.
• Familiarity with basic office equipment and tools (phones, printers, copiers, etc.).
• Ability to handle sensitive and confidential information with discretion.

Salary:
AED 2,500 to 5,000 per month inclusive of fixed allowances.

About the Company

Koya Chartered Accountants (“TGS Koya”) is a firm of chartered accountants based in Dubai, United Arab Emirates. TGS Koya offers a range of audit and advisory services to assist clients in achieving their business objectives, managing their risk and improving their business performance.

TGS Koya facilitates one stop business solution to provide clients with value added and cost effective services, which comprise all aspects of business advisory services from incorporation to successfully operating a company. At TGS Koya, we take pride in the skills and professionalism of our people, and in the way we serve our clients. We work in a professional culture that would enable us to meet our clients’ needs and also to enhance the clients’ business.

We are also in the approved panel of auditors in most of the free zones in UAE.