The administrative assistant position is very similar to an Office Assistant; the difference is only in the emphasis of administrative support services required of Admin Assistants. Much like Office Assistants, Admin Assistants are required to have a general knowledge and understanding of office management. Admin Assistants primarily report to Office Managers or Administrative Coordinators in a firm.
- Sales, Accounting and Administrative support. Administrative assistants in Dubai often provide office support to Sales and Marketing teams who are often out on business. Often, it is an admin assistant’s job to generate leads, handle phone, fax or email queries and set up meetings for onsite visits. Admin Assistants also take care of the backend – follow up calls, minutes of meetings with clients, drafting and screening of contracts, forwarding and receiving of invoice, including releasing of checks to various suppliers.
- Documentation and filing. Administrative Assistants are basically in-charge of documenting company and staff activities especially relating to clients and suppliers. In addition to the logs, documents and filing similarly required of Office Assistants, Admin Assistants manage supplier, customer and prospect database systems.
- Technical support. Administrative assistants help with the preparation of presentations, quotes and all other documents for internal and external purposes. Although the Office Manager or Administrative Coordinator is their direct supervisor, administrative assistants are lent to various teams as the need arises.
At the very least, top-notch Administrative Assistants would have the education and technical skills of an Office Assistant and the flexibility of an executive-level PA.
Most Dubai businesses, regardless of size hire an administrative assistant. In small enterprises, you’d often encounter the terms, secretary cum receptionist, or accountant cum secretary and similar combo titles to denote an administrative assistant’s position. For medium to large businesses, the job title is pretty straightforward. In any case, these businesses look for someone with excellent multi-tasking skills.