Department Secretary

Responsibilities

• Administrative support: manage visa renewals and Schengen visa applications, handle document signing/collection/handover, submit reimbursement forms to the cash office, coordinate bank forms and deposits, track budgets and monthly reconciliations.
• Travel & event coordination: arrange team travel (flights, hotels, transfers, travel insurance), create LPOs for travel, organise ad-hoc and pop-up travel, support brand events and obtain necessary approvals.
• Vendor & facility coordination: liaise with vendors for deliveries and receiving goods, book meeting rooms and basement parking, arrange F&B and cleanliness for meetings or events.
• Team support & misc.: respond to team queries, manage ad-hoc administrative requests, assist with meeting preparations (invites, room bookings), collaborate with Legal and Projects teams to finalise contracts and NDAs.

Requirements

• Proven administrative experience
• Exceptional organisation skills
• Strong communication skills
• MS Office proficiency
• Confidentiality handling
• Visa processing experience
• Travel coordination
• Vendor liaison

Preferred Qualifications

• Experience within e-commerce or retail environments
• Previous secretarial or executive support background
• Event coordination experience
• Familiarity with budget tracking and expense reconciliation
• Multilingual ability (advantage)

Benefits

• Competitive tax-free salary
• Annual leave and paid leave
• Health insurance and wellness benefits
• Flexible working opportunities
• Employee discounts across brands
• Training and development opportunities

About the Company

Ounass is a UAE-based luxury e-commerce platform headquartered in Dubai and part of the Al Tayer Group. The company offers curated fashion, beauty, watches, homeware and jewellery for the Middle East market. Our diverse team of 400+ spans over 50 nationalities, and we are driven by innovation and a passion for delivering an exceptional luxury shopping experience in the region.