PA to MD, IMEA and Office Manager
|Employment Type:||Full Time|
|No. Of Vacancies:||1|
To provide effective support to the IMEA Managing Director and being first point of contact, deal with correspondence from internal and external customers, including very high profile and high net worth individuals and their representatives.
Responsible for managing the Dubai Corporate Office facilities and services to ensure that the office is “visitor ready” at all times.
As Chairperson of the Dubai Office Committee manage the events and social calendar of the office aimed at enhancing colleague engagement and well being.
Provision of full administrative support including diary management, complex travel & accommodation arrangements, meeting co-ordination, business expense review and submission, and dealing proactively with all telephone calls and written correspondence.
Booking and arranging travel, transport and accommodation
Monitor e-mail traffic and respond promptly to time sensitive requests
Co-ordinate and manage meetings hosted by the MD, IMEA. Includes notification, registration, logistics and follow-up within time parameters
Assist in managing owner communication, correspondences and translation, contact with owners regarding the most sensitive matters
Responsible for English/Arabic translation on sensitive/confidential matters, document preparation in Arabic
Responsible for preparation of EC/Board material
To work with other functional managers as required to assist in any administrative support– including processing invoices, organizing external meetings as required and any internal communications as needed
To attend and take notes and minutes at key company meetings, transcribe and communicate to colleagues in a timely manner
Review and facilitate office supply requisitions to adhere to cost savings for the company
Liaise with Landlord on maintenance and related matters
Negotiate with and manage suppliers in the areas of purchases, services, contracts, warranties and repairs
Co-ordinate with various teams of designers, engineers, construction personnel, furniture dealers and installers, movers, building management and staff for renovation, cubicle reconfiguration and internal office moves.
Manage reception manning and ensure all meeting rooms and working areas are kept clean and tidy
Manage support functions such as building maintenance and work requests, inventory, janitorial service, pantry needs, maintaining the overall ambience and professionalism of the office, particularly the reception area
Co-ordinating internal office seating plan, workstation allocation and moves and renovation projects
Chair the Office Wellbeing Committee and coordinate and support their initiatives rolled-out for the office.
Key Skills & Experiences
Minimum High School Diploma in Office Administration or equivalent combination of education and work-related experience
Critical Expertise & Experience:
Minimum 10 years working experience in office administration
Technical Skills and Knowledge:
Excellent written and verbal communication skills (English and Arabic).
Advanced user of Microsoft Word, PowerPoint, Excel and Outlook.
Able to exercise complete confidentiality and diplomacy.
Will be able to work unsupervised, use initiative and be self-motivated, confident and professional
Ability to deal confidently & professionally with senior management and key stakeholders, such as owners, business partners and global colleagues
Excellent planning, co-ordination and organisation skills, with the ability to handle multiple assignments and projects, accurately, with high level of detail orientation.
Excellent time management skills that allow for the multi-tasking of all responsibilities
Maintain absolute confidentiality in regard to employees, company information and human resource issues Ability to work collaboratively with all levels of the organisation