ADMINISTRATIVE ASSISTANT Full Time NEW

About Cobblestone Energy

Cobblestone Energy is an energy trading company specialising in the European Gas and Power markets. Established in 2017, we are shaping the future of global commodity trading with a focus on deep analytics. Our success is driven by our people, whom we back with real responsibility from the start. At Cobblestone Energy, excellence is valued and extraordinary talent from around the world is welcomed. Our flat organisational structure encourages a culture of innovation, granting team members autonomy and ownership of their work.

Cobblestone Values

• Lifelong learning with continuous reflection
• Independent thinking through a meritocracy of ideas
• The team is more important than the individual.
• Relentless pursuit of excellence
• Hiring and keeping only the most effective people
• Others must benefit from our existence.

Role Description

As an Administrative Assistant, you will play a pivotal role in ensuring the smooth functioning of our Dubai office. You will oversee all administrative functions, coordinate travel logistics and onboarding for new joiners, and maintain the office’s facilities and resources. This role requires a highly proactive individual who thrives in a dynamic environment, managing competing priorities with precision and professionalism.

What we offer in this role

• A full-time, high-impact position within our dynamic Operations team.
• A team of exceptional colleagues, committed to continuous learning and pushing the boundaries of what’s possible.
• A career that challenges you to solve complex problems and rewards your drive for continuous innovation.
• Full ownership of projects, empowering you to make decisions with tangible impact.

Responsibilities

Office Operations Management

• Oversee all administrative duties, including housekeeping, catering, maintenance, and compliance with health and safety regulations.
• Manage office inventory, procurement, and vendor relationships (contracts, cost optimisation, KYS checks).
• Address employee office-related concerns and ensure a productive work environment.

Onboarding and Employee Support

• Coordinate onboarding for new joiners (visas, travel, insurance, workspace setup).
• Manage employee benefits, team-building activities, and appreciation initiatives.
• Ensure accurate record-keeping in HR and DMCC portals (employee documents, visas, leaves, payroll updates).

Finance and Legal administration

• Handle office expense budgeting, invoice processing, and petty cash management.
• Support legal and compliance tasks, including EJARI, trade licenses, MOFA attestations, and DMCC portal updates.

Executive and Administrative Support

• Provide proactive support to executives with ad hoc business and personal tasks, ensuring timely completion.
• Coordinate business correspondence, meetings, and employee certificates or letters.

Requirements

• Proven experience in office management, administration, or a similar role.
• Strong organisational and multitasking abilities with attention to detail.
• Excellent communication and interpersonal skills to address employee concerns and liaise with vendors effectively.
• Proficiency in Microsoft Office Suite (Word, Excel)
• Problem-solving mindset with a proactive approach to tasks.
• Comfortable working in a fast-paced, dynamic environment.