Office Assistant

Job description / Role

An established IT company based in JLT (DMCC) is seeking a highly organized and proactive Office Assistant, who will be focused on administrative operations, coordination with external parties, and providing structured support to the CEO.

Key responsibilities:

Office Administration & Operations
- Ensure smooth daily functioning of the office, including supplies, maintenance, and general office upkeep
- Manage office bills, invoices, subscriptions, utilities, and other payments; track due dates and maintain organized records
- Handle company renewals, cancellations, and related documentation in coordination with DMCC and relevant authorities
- Liaise with service providers, building management, and external vendors
- Maintain corporate records, licenses, registrations, and internal databases, ensuring documentation is accurate and up to date
- Oversee electronic filing systems (Dropbox, Google Workspace), ensuring documents and records are properly structured and securely maintained

Finance & Accounting Coordination
-Track expenses and maintain proper documentation of invoices and payments
-Assist in organizing financial documentation required for financial reporting

Executive & Administrative Support
- Provide administrative support to the CEO, including correspondence management, and document preparation
- Assist with coordination related to the CEO’s properties, including documentation,payments, and follow-ups
- Prepare and format reports, presentations, and spreadsheets

- Proven experience as an Office Assistant, Administrative Assistant, or similar role in Dubai, UAE
- Practical knowledge of Dubai administrative processes, including visa handling and company renewals
- Experience working with DMCC is preferred
- Proficiency in Microsoft Office (Word, Excel, PowerPoint) with strong formatting skills
- Strong familiarity with Google Workspace (Docs, Sheets, Drive) and Dropbox
- Excellent command of English (spoken and written)
- Strong organizational skills, attention to detail, and ability to manage multiple tasks independently
- High level of discretion and reliability in handling confidential information

About the Company

Neo Vault is your trusted partner for cutting-edge IT solutions, designed specifically for trading companies.

Headquartered in Dubai, UAE, we are a boutique-style enterprise committed to enhancing operational efficiency, transparency, and innovation in the trading industry.