Team Assistant

Transguard Group was established in 2001 and has diversified significantly, we lead in the fields of Cash Services, Security Services, Manpower Services, Facilities Management & Aviation. Transguard Group is the UAE’s most trusted business support and outsourcing provider and has a large, dynamic and culturally diverse workforce with 50,000 employees! We are currently recruiting for a Team Assistant for our trusted client to be based out of their office in Dubai.

Job Purpose:

The key responsibility of the Team Assistant is to efficiently manage administrative tasks, including travel coordination, expense claims administration, appointment scheduling, staff relocation assistance, tax refund processing, and other general office support, to ensure the smooth operation of the Hub and optimize staff productivity.

 Specific Responsibilities include but are not limited to:

•  Travel Coordination: Collaborate with the travel agency to coordinate travel arrangements for Hub staff, ensuring cost-effectiveness and travel efficiency.
• Expense Claims Administration: Efficiently handle and process expense claims for Hub staff, ensuring accuracy and compliance with corporate policies.
• Appointment Scheduling: Assist Hub staff in scheduling appointments and meetings, optimizing time utilization for staff.
• Staff Relocation Assistance: Facilitate the application processes for IOID, visa, Emirates ID, driving license, and tax exemption for Hub staff.
• Tax Refund and Fees Exemption Processing: Assist Hub staff with VAT refund and fees exemption requests, ensuring all documentation is accurate and submitted in a timely manner.
• Record Keeping: Maintain accurate records and databases pertaining to administrative functions, including staff documents and travel records.
• Administrative Support: Perform general office tasks, such as data entry, filing, and photocopying.
• Event Assistance: Support in the organization of office events, such as team-building activities, workshops, or celebrations.
• Ad Hoc Duties: Perform various other tasks and responsibilities as assigned by the Head of Office.

•  Bachelor’s degree or above in related fields from a reputable university.
• Minimum 3 years of relevant administrative support experience in the international / financial institution.
• Familiarity with travel systems (preferably Concur) and virtual meeting platforms (such as Zoom, Teams, VooV).
• Strong proficiency in both oral and written English; Proficiency in Arabic is considered an asset.
• Strong organizational abilities to manage diverse tasks and prioritize effectively.
• Self-motivated and detail-oriented; able to work under pressure and meet deadlines.
• Demonstrated ability to identify and resolve issues promptly and efficiently.
• Collaborative mindset with the capacity to work well within a team environment.
• Ability to deal with confidential and sensitive information.
• Proven experience with MS Office Applications is a must.