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Administrative Assistant

13 days ago 2025/08/22
Full time
10-49 Employees

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Job description

1. Legal Services & Bookkeeping Support

  • Coordinate the collection and organization of all necessary legal and financial documents.
  • Maintain an up-to-date filing system for contracts, invoices, and other legal or financial records.
  • Assist in the preparation of documentation for audits and compliance purposes.
  • Perform basic bookkeeping tasks (invoice tracking, expense recording, and payment scheduling).

2. Office Management

  • Manage and monitor water, food, and office supply levels; coordinate timely ordering and delivery.
  • Organize and supervise cleaning services.
  • Maintain general tidiness and functional organization of office common areas.
  • Handle minor facility issues or coordinate with vendors for repairs/maintenance.

3. CEO Assistance

  • Manage CEO’s travel arrangements including flight tickets, accommodations, and airport transfers.
  • Make reservations for restaurants, events, or meetings. 

4. Employment Documentation

  • Collect and verify all necessary documentation for new hires.
  • Maintain confidentiality and accuracy in handling employee records.
  • Support onboarding logistics (e.g., access cards, workspace setup).

5. Project Support (Consulting & Events)

  • Assist with operational and administrative tasks related to consulting projects and client engagements.
  • Support event organization including booking venues, purchasing tickets, coordinating logistics, and preparing materials.
  • Fill in standard agreements and assist with document preparation for vendors or partners.
  • Track and process basic project-related expenses, invoices, and reimbursements.
  • Act as a liaison between operations and project teams to ensure smooth execution of deliverables.


Skills


  1. Strong communication skills, both verbal and written.
  2. Proficiency in Microsoft Office Suite and other relevant software.
  3. Ability to work independently and as part of a team.
  4. Excellent time management and organizational skills.
  5. Detail-oriented with a focus on accuracy.
  6. Previous experience in an administrative role is preferred.
  7. Ability to handle confidential information with discretion.
  8. Positive attitude and willingness to learn.
  9. Multilingual abilities are a plus, especially in Arabic and English.


Preferred candidate

Residence location
United Arab Emirates
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Intelligent Machines Consultancies L.L.C logo
Intelligent Machines Consultancies L.L.C
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At Polynome, the brand identity of Intelligent Machines Consultancies LLC, we are shaping the future of intelligent automation and cutting-edge AI. Headquartered in the vibrant tech hub of Dubai, our mission is to develop transformative technologies that redefine industries - and we're looking for bright, driven minds to join us on this journey. What We Do? We specialize in a suite of high-impact, future-ready solutions: Machine Vision: We engineer imaging-based systems that perform real-time automatic inspection, process control, and robotic guidance - raising the bar for precision and reliability in industrial settings. Industrial Design: Where form meets function - our design experts create products that are as practical as they are visually compelling, using the latest in manufacturing technologies. Computer Vision: We build systems that see and understand the world - faster, more accurately, and more intelligently than the human eye. Our goal? Vision systems that don’t just match, but exceed human capability. Smart Manufacturing: We integrate robotics into manufacturing workflows to boost precision, productivity, and consistency, driving the factories of tomorrow. Large Language Models: We design state-of-the-art language models that power advanced applications in understanding, generating, and interacting with human language. Why Work With Us? Be part of a passionate, elite team that’s solving some of the most complex challenges in AI and robotics. Enjoy a collaborative, innovation-driven culture where your ideas and skills have a real-world impact. Work in Dubai, a global city known for its ambition, diversity, and rapid technological advancement.

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