Administrative Assistant Full Time NEW

Location: Dubai, UAE

Company: Rapaport

About Us:

Rapaport is a global leader in the diamond industry, providing transparent, ethical, and competitive trading opportunities. Our Dubai office is an essential regional auction house supporting our international operations and client services.

Position Overview:

We are seeking a highly organized, proactive, and dynamic Administrative Assistant to oversee the daily operations of our Dubai office and provide essential administrative and client support for Rapaport Auctions. The ability to multitask is key. The ideal candidate thrives in a fast-paced environment, juggles multiple responsibilities with precision, and anticipates needs before they arise.

Key Responsibilities:

Office Management

• Oversee all day-to-day operations and ensure the smooth running of the Dubai office.
• Handle office bookkeeping.
• Manage office inventory, supplies, and vendor relationships.
• Handle maintenance, utilities, and Wi-Fi or IT support coordination.
• Manage travel bookings, meeting schedules, and logistics for staff and visitors.
• Liaise with building management and external service providers as needed.

Administrative & Auction Support

• Provide administrative assistance to the auction team, including organizing auction materials and setup.
• Respond to client inquiries by phone and email promptly and professionally.
• Assist with invoicing, billing, and basic financial recordkeeping related to auctions.
• Support auction events and office functions, ensuring all logistical needs are met.
• Maintain databases, documentation, and filing systems accurately and confidentially.

Qualifications:

• 3–5 years of experience in office management, administration, or executive support.
• Exceptional multitasking, organizational, and time-management skills.
• Strong initiative, resourcefulness, and ability to work independently.
• Excellent communication skills in English (verbal and written).
• Professional demeanor and customer service orientation.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word) and comfort with digital systems.
• Experience in event coordination or finance administration is a plus.