Current Job Openings

Executive Assistant and Office Secretary

Prime Scientific is seeking a talened and ambitious individual to join its team in the job of Executive Assistant / Office Secretary to work in its Dubai branch and perform the following duties:


A. Front desk duties:


  1. Answer phone calls and record summary log in system
  2. Receive visitors and record summary log in system
  3. Follow company email and maintain effective communication. Convert prospect emails to Leads or Opportunities or Support Issues according to relevance.
  4. Receive client inquiries and log in the system to the attention of sales personnel.
  5. Receive client issues and log in the system to the attention of service personnel.
  6. Attend to visitor needs and serve refreshments to visitors.
  7. Assist in connecting communications with rest of staff via phone switchboard
  8. Maintain cleanliness of the reception area and manager office.
  9. Raise Maintenance Request Form and follow any malfunction in company resources or assets with the concerned service providers in collaboration with technical management.
  10. Raise General Request Form and follow approvals and performance of the relevant actions as per the approved request.
  11. Receive, send, or forward any company mail in coordination with relevant post service providers


B. Secretarial duties:


  1. Attend relevant meetings and record meeting minutes and mail to concerned parties.
  2. Follow up meeting action plans with relevant stakeholders and update the management
  3. Arrange and coordinate meetings or conferences or seminars or events as per the need of the company.
  4. Coordinate and arrange travel plans for local or overseas travel for company personnel
  5. Communicate with external and internal stakeholders and convey company interests as per the advise of management
  6. Draft and issue letters and official communication of the company whether physical or electronic. Keep electronic and physical records of the official communication.
  7. Keep electronic and physical records of all management and board meetings and resolutions.
  8. Maintain electronic and physical records of accounting documentation (e.g. invoices, receipts, debit notes, credit notes, etc.)
  9. Maintain electronic and physical records of company Contracts in the File Master or the Sales or Purchasing modules as well as additional documentation and contractual communication.
  10. Maintain effective communication with prospects and clients and update the company CRM



C. Administrative & Operational duties:


  1. Raise and follow RFQs with prospective local vendors for company requirements from request to receipt of tax invoices and settling of payment
  2. Send POs and follow shipping with suppliers and logistic operations with service providers until goods are received in their final point of destination.
  3. Follow sales orders and communications with clients from initiation until completion.          
  4. Raise payment requests for review to operational manager and follow payment remittance with authorized signatory until payments to suppliers are received.
  5. Raise payment requests to customers and follow receivables until payments are settled against outstanding invoices     
  6. Raise expense claims for approval with management and settle payments after approval.
  7. Maintain and be responsible for petty cash for performing daily activities and operations and raise expense claims reflecting accurate records in the company ledger.
  8. Enter journal transactions in the company ledgers and assigning to management for submittal with supporting documentation
  9. Maintain VAT Return record and follow up with management timely submittal of VAT Returns to avoid penalties
  10. Maintain Corporate Tax record and follow up with management the timely submittal of Tax Returns to avoid penalties
  11. Follow with management timely submittal of financial statements to the auditors to issue audited financial statements to the relevant authorities in a timely manner to avoid penalties.
  12. Maintain record of employee visas and follow up timely submittal and processing of visa renewals by company PRO.
  13. Assist in submittal and processing of employment visas and renewal for the company staff..
  14. Prepare and follow submittal of all relevant documents for Tenders which the company is participating in a timely manner
  15. Assist sales team in preparing and ending of quotations to clients and following up as per the weekly follow up reports.


Skills required:


  1. Education: minimum Higher Diploma in Business Administration or Secretarial Practice
  2. Language: minimum English language + any additional language will be extra
  3. Computer skills: proficiency in MS Office applications. Knowledge in performing operations in CRM/ERP software is also preferred
  4. Communication skills: proficient in email and written communication as well as proficiency in personal communication whether by telephone or in-person.
  5. Personal skills: proficient in secretarial skills and high organization and multitasking skills. High teamwork and coordination skills. Good understanding of work culture and dealing with different stakeholders. Ability to work under pressure and meet deadlines. 


Personal profile:


  1. Age range from 22 to 33 years
  2. Females will be preferred.
  3. Needs to have minimum 2 years’ experience in secretarial and administrative field


Note: Residence visa will be provided as per the local regulations and laws.


For more information:


Please email us at: careers@prime-scientific.com for more information



Salary range per month: AED 3,000 - AED 4,000