UAE National - Administration Assistant to Executive Office

Looking to join the most innovative digital eCommerce team in the Middle East? Ounass is the region's ultimate luxury destination, offering an exceptional range of fashion, beauty, watches, homeware, and jewelry for discerning customers.

As a proudly homegrown platform, Ounass is rooted in innovation and a passion for excellence. Our dynamic and inclusive culture drives us to be the Middle East's leading luxury technology platform. Based in Dubai, and as part of the prestigious Al Tayer Group, our diverse team of 300+ professionals from over 40 nationalities collaborates to redefine the future of luxury eCommerce.

We are currently seeking a superstar Administration Assistant - UAE National looking to support our executive office with key administrative, travel, and document management responsibilities. If you are super organized, ambitious, and ready to be part of a fast-growing team, we’d love to hear from you!

What you'll be doing:

Document & Payment Coordination:

• Manage and coordinate internal document approvals, ensuring timely review by relevant teams before the CEO’s signature.
• Liaise with various departments and the Document Control Office, for document processing.
• Oversee the distribution and return of signed internal and external documents, coordinating with drivers and the mailroom.
• Print, process, and file bank payment forms, ensuring urgent and regular payments are handled efficiently.
• Maintain and update an Excel tracker for payments.
  
  

External Coordination:

• Handle external document processing, including liaising with Taaleem and other external entities.
• Ensure legal approvals and ATI team reviews for documents from brands before CEO sign-off.
  
  

Travel & Visa Management:

• Arrange flight and hotel bookings, raising LPOs and matching them on ONBASE.
• Coordinate with ATTA for flight options, fares, and seating preferences.
• Manage check-in procedures and monitor flight changes, fare updates, and upgrades.
• Assist with Schengen and other visa applications, including documentation and online form completion.
• Support residence visa processing by coordinating with internal teams.
  
  

Hotel & Meeting Arrangements:

• Research and confirm hotel bookings, comparing online options for the best rates.
• Organize meeting rooms, reconfirm bookings, and arrange parking for visitors.
• Send confirmation emails for visitors and coordinate deliveries for the CEO’s office.
• Add agenda details to board meeting calendars.
  
  

General Administrative Support:

• Provide backup support for the Executive Office during remote work days or leave periods.
• Handle additional administrative tasks as required.
  
  

Who You Are:

• Highly organized and detail-oriented with strong coordination skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficient in Microsoft Office, particularly Excel.
• Strong communication and problem-solving skills.
• Experience in executive-level administrative support is a plus.