Admin Assistant

Whether it's the unique breadth of our integrated offering that covers Injectable Aesthetics, Dermatological Skincare and Therapeutic Dermatology products; or our commitment to recognizing and rewarding people for the contribution they make - working here isn't like anywhere else.

At Galderma, we actively give our teams reasons to believe in our ambition to become the leading dermatology company in the world. With us, you have the ultimate opportunity to gain new and challenging work experiences and create an unparalleled, direct impact.

Role: Administrative Assistant
Location: Dubai, UAE
Reports to: Head of HR META

About the Role

The Administrative Assistant provides comprehensive administrative and operational support to the META organization, ensuring the efficient coordination of day-to-day business activities.

The role supports multiple functions and leadership teams through effective management of procurement and financial administration, travel and meeting arrangements, immigration coordination and employee services administration.

The successful candidate will be highly organized, proactive and service-oriented, with the ability to manage competing priorities and collaborate effectively with internal and external stakeholders in a fast-paced multinational environment.

Key Responsibilities

1. Business & Administrative Support

- Provide day-to-day administrative and coordination support to leadership teams across META.
- Coordinate meetings, appointments, calendars and conference arrangements, ensuring efficient scheduling and follow-up.
- Support the preparation, distribution and maintenance of business communications, presentations and administrative documentation.
- Coordinate business meetings, workshops, internal events and visitor arrangements.
- Maintain accurate administrative records, shared resources and relevant business documentation.

2. Procurement & Financial Administration

- Manage the end-to-end administrative process for purchase orders through Coupa, ensuring timely creation, accuracy and compliance with internal procedures.
- Review and validate supplier invoices, including vendor information, purchase order matching, amounts and supporting documentation.
- Coordinate with Finance, Procurement and external suppliers to resolve invoice discrepancies and support timely payments.
- Support expense management activities through Concur, including submission, tracking and follow-up of expense reports.
- Maintain accurate procurement and financial administration records.

3. Travel, Meetings & Leadership Support

- Coordinate domestic and international travel arrangements for leadership teams and business stakeholders, including flights, accommodation, transportation and itineraries.
- Maintain and update leadership travel calendars to facilitate effective planning and coordination.
- Support scheduling of leadership meetings, appointments and business engagements across functions.
- Liaise with travel agencies, hotels and service providers to ensure efficient and cost-effective travel arrangements.
- Support changes to travel plans and resolve administrative issues in a timely manner.

4. Operations & Employee Services

- Coordinate the organization of company events, employee activities, workshops and internal meetings.
- Support employee onboarding logistics, including arrival arrangements, induction coordination and related administrative requirements.
- Coordinate immigration-related administrative activities, including timely payments and funding requirements for DHCC services.
- Support the distribution of employee communications and maintenance of relevant information and templates on internal platforms.
- Provide general HR administrative support as required.

Qualifications & Experience

- Bachelor's degree or diploma in Business Administration or a related field.
- 2–5 years of experience in business administration, administrative coordination, office support or a similar role.
- Experience supporting multiple business functions or leadership teams in a multinational environment is preferred.
- Practical experience with purchase orders, invoice processing, expense management, travel coordination and vendor administration.
- Familiarity with Coupa, Concur, SAP, Workday or similar business systems is an advantage.
- Good command of English, both written and spoken.

Our people make a difference

At Galderma, you’ll work with people who are like you. And people that are different. We value what every member of our team brings. Professionalism, collaboration, and a friendly, supportive ethos is the perfect environment for people to thrive and excel in what they do.