Executive Assistant / Administrative Coordinator

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant / Administrative Coordinator to support management in daily operations, administration, and project coordination. This role is essential for ensuring smooth workflow, strong follow-up, and structured communication across teams, suppliers, and partners.

Position Overview
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Provide on site comprehensive administrative, operational, and organizational support to management.

Act as a key point of contact for internal teams, suppliers, clients, and partners.

Assist in coordinating on site daily operations, documentation, communication, and follow-up of strategic projects.

Ensure continuity of tasks and support during the manager’s absence.

Key Responsibilities

Administrative & Office Management:

-Manage emails, calendars, appointments, and internal communication.

-Prepare reports, presentations, meeting notes, and follow-up documents.

-Organize files, maintain databases, and ensure proper documentation flow.

-Handle travel arrangements, bookings, and logistics.

Operational Support:

-Assist with product registrations, regulatory files, certificates, and compliance documents.

-Follow up with suppliers, partners, and clients on ongoing tasks.

-Support production planning, stock management, and purchasing coordination.

-Help with ERP updates, data entry, and quality checks.

Project Coordination:

-Track progress of ongoing projects and ensure deadlines are met.

-Communicate with different departments to ensure alignment.

-Prepare project summaries, timelines, checklists, and action plans.

-Support during events, exhibitions, and market launches.

Communication:

-Draft professional emails, official letters, and reports.

-Maintain clear communication with internal and external stakeholders.

-Handle follow-up messages, reminders, and scheduling.

Regulatory & Documentation:

-Assist in preparing IFRA, SDS, allergen lists, artwork validations, and technical sheets.

-Support with Montaji, SASO, CPNP, and GCC documentation.

-Ensure documents are accurate, complete, and up-to-date.

Graphic & Packaging Support:

-Use Adobe Illustrator to modify packaging files, labels, barcodes, artworks, and templates.

-Ensure artworks meet technical specifications.

-Coordinate with designers, printing companies, and suppliers.

-Assist in checking conformity between design files and final printed products.

Quality & Follow-Up:

-Perform quality control checks.

-Ensure all data in ERP is updated and correct.

-Track shipments, production status, and delivery timelines.

3. Required Skills:

Excellent communication skills in English.

Strong organizational and multitasking abilities.

Proficiency in Adobe Illustrator (mandatory).

Proficiency in Microsoft Office, Google Workspace, and ERP systems.

High attention to detail and strong problem-solving skills.

Ability to work independently and prioritize tasks effectively.

Discretion and professionalism when handling sensitive information.

4. Preferred Experience

Previous experience in administrative or executive assistant roles.

Background in cosmetics, perfumes, manufacturing, or supply chain.

Familiarity with regulatory processes.

Experience in coordination, logistics, or project management.

5. Personal Qualities

Reliability, professionalism, and confidentiality.

Strong sense of responsibility and ownership.

Flexibility and adaptability.

Team spirit and proactive mindset.

Ability to learn quickly and work under pressure.

6. Reporting Line

Reports directly to the General Manager.

Acts as backup for key management tasks.

7. Contract & Work Conditions

Full-time, on site position.

Based in Sharjah/Dubai.

Work schedule aligned with company operational hours.

How to Apply:

Please fill in the form.

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