Administrative Assistant

Job Description

Phoenix is a Yacht Management Company, based in Dubai, the rising hub of luxury yachting. Phoenix is at the centre of every need when it comes to yachting management, sales, charter and much more. Our vastly experienced and highly qualified team equips us with an extensive range of services, covering all areas of yacht management.

We at Phoenix pride ourselves on providing an excellent working environment and exceptional service to our clients. We are currently seeking an enthusiastic and professional Administration Assistant to join our team in Dubai. If you are an experienced Administrator with a strong focus and drive for exemplary client service, then we are keen to hear from you.

You'll be supporting senior leadership, maintaining real-time accuracy across reports and trackers, and ensuring smooth coordination of day-to-day tasks.

The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.

Responsibilities:

• Assist the Head of Operational and Head of Technical in organizing day-to-day priorities, including managing his calendar and meeting setups.
• Support the PA organize daily priorities for the Head of Operations.
• Maintain up-to-date files, templates, and documents for the operational and technical teams.
• Assist other departments during peak periods

• Keep operational and technical trackers regularly updated with the latest inputs.
• Monitor deadlines, actions, and items requiring urgent follow-up.
• Proactively flag updates to the PA and provide clear, concise summaries to aid decision-making.
• Ensure that documents, logs, and reports reflect real-time accuracy

• Accurately prepare and submit travel expense reports for the Head of Technical Department
• Assist the PA in preparing and finalizing TERs for the Head of Operations.
• Ensure all receipts, coding, and project allocations are complete, organized, and compliant with company protocols

• Maintain a structured and secure filing system for sensitive documentation.
• Handle confidential information discreetly and in accordance with company guidelines.
• Assist with formatting reports and preparing polished documents

• Assist with research related to suppliers, venues, logistics, or administrative projects.
• Prepare brief summaries or comparisons for review by the PA or department leads.
• Support meeting preparation by gathering background materials and coordinating logistics

• Cover the front desk when needed.
• Greet guests, handle calls, and manage general reception tasks as needed

• Exceptional organizational skills and meticulous attention to detail.
• Proficiency in Microsoft Office (especially Excel, Word, and Outlook).
• Ability to update and manage reports and trackers with real-time accuracy.
• Excellent written and verbal communication skills.
• A high level of discretion and the ability to handle confidential information.
• A proactive mindset with the ability to identify priorities and highlight critical actions.
• A collaborative attitude and a strong willingness to learn and grow.

What You'll Gain

This role offers a unique opportunity to work closely with senior leadership and core operational teams, developing foundational skills in executive support, operations coordination, and administrative management. You'll be part of a high-performing environment where professionalism, efficiency, and accuracy are key providing an excellent foundation for a long-term career in operations, executive support, or coordination roles.

If you feel you fit the above criteria, please apply via this linked in post