Assistant to the Operations Manager (Administrative Assistant)

About this opportunity

Prepare and check client document packs for company registration and residency visa files — completeness, validity, expiry, legibility. Prepare and lodge routine applications and upload documents in government and free-zone portals (DMCC, IFZA, MEYDAN, DIFC, ADGM, RAKEZ, DED, GDRFA / ICP, MoHRE, MoFAIC, DLD). Prepare draft corporate documents and commercial proposals from our template library for review by the Senior Consultant. Coordinate medical tests, biometrics, Emirates ID issuance, translation, notarisation and attestation; work with our PROs on counter visits and document collection. Support corporate bank account opening: assemble the documentation pack, schedule meetings with clients and bankers, and track applications to activation. Attend meetings with clients and bankers: prepare the agenda and documents, take minutes, and log every follow-up with an owner and a due date. Keep the CRM, the task management system and our trackers accurate and current every single day; chase evidence of every submission — receipt, screenshot or reference number. Maintain the licence and visa renewal calendar with 60 / 30 / 15-day reminders, and the document archive in Dropbox. Prepare data for weekly and monthly operational reports; take minutes at team meetings and follow action points to closure. Minimum 3 years of experience in a comparable administrative, personal-assistant or operations-support role. Experience in a corporate services provider, business setup consultancy, law firm or audit firm in the UAE is a strong advantage. Russian and English at professional working level, spoken and written. Both are used daily: Russian with clients and colleagues, English for documents, portals and government correspondence. Hands-on experience with UAE government or free-zone portals. Excellent document discipline: file naming, version control, expiry tracking, and the habit of capturing evidence for everything. Confident with a CRM, a task management system, Google Workspace and Dropbox. Absolute discretion. You will handle passports, ownership data and financial documents every day. Willingness to complete our mandatory annual AML/CFT training and to sign a confidentiality undertaking. Eligible to work in the UAE, or willing to be sponsored on a DMCC employment visa by us.