The Office Manager & Admin Coordinator is responsible for overseeing the daily administrative operations of Miraaya's Dubai office while providing executive-level support to the CEO and coordinating administrative and HR-related activities. The role ensures efficient office operations, proper administrative systems, coordination of recruitment processes, office logistics, travel arrangements, and executive meeting management. The position acts as a central coordination point between management, employees, HR, and external vendors.

Responsibilities Office Administration Manage day-to-day office operations to ensure smooth administrative workflows. Maintain office systems, processes, and documentation. Ensure office facilities and equipment are properly maintained. Manage procurement and inventory of office supplies. Coordinate with finance for office-related expenses and purchases. Executive Support Manage the CEO's calendar, appointments, and meeting schedules. Coordinate internal and external meetings for the CEO. Prepare meeting agendas, documentation, and follow-ups. Manage confidential communications and correspondence. Assist the CEO in administrative coordination with departments. HR Coordination Support HR in recruitment coordination and interview scheduling. Assist with onboarding administrative processes for new employees. Maintain HR administrative documentation and employee records when required. Coordinate communication between HR and employees for administrative matters. Travel & Logistics Arrange business travel including flights, hotels, visas, and transportation. Coordinate travel schedules for the CEO and visiting executives. Maintain travel documentation and coordinate travel expense records. Meeting & Event Coordination Organize executive meetings and internal office meetings. Prepare meeting rooms and required materials. Record meeting minutes when required. Coordinate internal office events and administrative activities.

Skills

Qualifications and Skills Education Bachelor's degree in Business Administration, Management, HR, or related field. Years of Relevant Experience Minimum 5 years of experience in office administration, executive assistance, or office management roles. Experience supporting senior executives or C-level leadership is preferred. Required Technical Competencies and Skills Microsoft Office (Word, Excel, PowerPoint, Outlook) Office administration systems Calendar and meeting management tools Travel coordination platforms Basic HR administrative coordination Required Behavioral Competencies Strong organizational and planning skills High level of professionalism and confidentiality Strong communication and coordination abilities Ability to multitask and manage priorities Problem-solving and proactive mindset