Senior Administrative & Project Assistant - Contract to Hire

Job Description We are looking for a highly organized, detail-oriented, and reliable Senior Administrative & Project Assistant to support the CEO of an ultra-premium aviation catering company. This is a long-term, full-time freelance position (40 hours/week) with stable responsibilities, high standards, and a strong focus on precision. You will work directly with the CEO on a variety of tasks involving documentation, data organization, project follow-up, quality support, and CRM/database structuring. We are not looking for a basic virtual assistant. We need someone smart, structured, fast, and capable of managing multiple workstreams at the same time. Responsibilities Administrative & Documentation Support - Prepare and maintain internal documents, SOPs, checklists, and process updates - Organize company files (Google Drive) with a strong sense of structure and version control - Assist in preparing compliance and quality documents (HACCP, SFDA, internal playbooks) - Format and proofread documents in professional English Data & CRM Support - Clean, update, and structure CRM data (Zoho CRM) - Organize contact lists for email campaigns - Verify bounce lists, update segmentation, and prepare audience files - Create and maintain spreadsheets (Google Sheets) with formulas, pivot tables, and structured dashboards Project Monitoring - Track progress of ongoing projects (magazine, brochure, design files, internal procedures, etc.) - Coordinate with external freelancers (designers, copywriters, marketing) - Follow up on deadlines and ensure that deliverables are received on time - Prepare summaries, checklists, and progress reports for the CEO General Support - Assist with supplier documentation, data consolidation, and basic research - Ensure consistency, quality, and accuracy across all materials - Maintain confidentiality at all times Requirements Technical Skills - Excellent command of English (written is crucial – flawless grammar is required) - Strong experience with Google Workspace (Docs, Sheets, Drive) - Solid understanding of spreadsheets: • VLOOKUP • basic formulas • filters • pivot tables (preferred) - Ability to quickly learn and work with Zoho CRM / Zoho Campaigns - Comfortable managing multiple documents and data sources Strong ability to create structure from chaos Professional Skills - Minimum 5+ years experience in administrative support / project coordination / executive support - Extremely organized and detail-oriented - Fast execution with very low error rate - Able to handle sensitive information with discretion - Proactive, resourceful, and able to work independently - Strong communication skills and high accountability Work Conditions - Full-time freelance – 40 hours/week - Monday to Friday 9 AM to 6 PM UAE LT - Long-term collaboration (12+ months preferred) - Stable internet connection + reliability is essential What We Offer - Long-term, stable collaboration, possibility to move for a contract UAE based after 1 year - Work with a fast-growing luxury aviation brand - Clear workflows and direct communication with the CEO - Opportunity to handle high-level projects and build a strong professional portfolio How to Apply Please submit: - A short introduction explaining why you are the right fit - Examples of past work related to: • documentation • data organization • CRM / project support - Your availability - Your expected monthly rate for 40h/week Only candidates with proven senior experience and excellent written English will be considered. Please note that the recruitment process will include several stages, including practical case studies to assess analytical skills, attention to detail, and overall suitability for the role. Apply tot his job