Office Administrator

Job Profile

We are seeking a Office Administrator to join our Global Travel Management team. This role is based in a small satellite office and supports senior leadership, including the Chief of Staff and the President of Global Travel Management, while being an integral part of a wider international team.

Vista is the world’s leading global business aviation company, providing worldwide business flight services through its network of subsidiaries and a team of over 4,000 experts. A global group headquartered in Dubai, Vista integrates a unique portfolio of companies to offer asset-free services that cover all key aspects of business aviation, including guaranteed and on-demand global flight coverage, subscription and membership solutions, and trading and management services.

Your Responsibilities

The ideal candidate is detail-oriented, self-driven, and capable of working independently in a fast-paced, global environment.

Administrative & Documentation Support

• Prepare, review and maintain documentation with a high level of accuracy and attention to detail.
• Summarize reports, presentations and email conversations into clear, concise formats.
• Ensure timely and well-structured document preparation for internal and external stakeholders.

Communication & Coordination

• Manage and support day-to-day communications via email, phone, and company collaboration tools.
• Act as a communication facilitator between internal teams and leadership.
• Draft, proofread and respond to various correspondence.

Data & Records Management

• Maintain and update records, files and databases with precision and consistency.
• Support document archiving processes in line with company standards.
• Ensure proper organization and easy retrieval of important files and information.

Executive Support

• Provide administrative support to the Chief of Staff and President of Global Travel Management.
• Assist with preparation of materials, scheduling and operational coordination as needed.
• Take ownership of assigned administrative tasks and drive them to completion independently.

Required Skills, Qualifications, and Experience

• Experience working in a similar role.
• Self-motivated and capable of working independently.
• Reliable and proactive mindset with a problem-solving attitude.
• Comfortable working in a dynamic, international environment.
• Team-oriented, while also thriving in a smaller office setting.
• High level of professionalism and discretion.