Office Manager And EA To The CEO
Kingston Stanley, United Arab Emirates

Our client is currently looking for an Office Manager and EA to the CEO for their Dubai office

Work Schedule: Monday - Friday from 11am/12pm to 8/9pm

Office Management Duties:

Effectively resolve customer queries by providing customers with correct and clear information about the company’s products and services as per guidelines, and take adequate messages when required

Meets, greets and seats visitors and directs them to the appropriate conferencing areas

Maintain professional behavior all the time.

Maintain an adequate inventory of office supplies; source and order stationery

Perform Ad hoc duties as support staff to administration

Deal with courier agencies: arrange deliveries and pick up of shipments, requesting quotations & negotiating corporate rates, etc.

Organizes and maintains file system, files correspondence and other records.

Assist Operations Team in preparation and filing of operational documents (Quotes, Permits, Briefings, etc)

Manage incoming and outgoing correspondences

Routes incoming mail, prepares outgoing mail and correspondence; faxes and e-mails.

Assists all departments when the need arises

Demonstrate a personal commitment to Health, Safety and Environment through safety leadership and behaviour

Personal Assistant to the CEO Duties:

• Manage the day-to-day business activities of the CEO such as:
• Organize and coordinate daily calendar;
• Scheduling all appointments;
• Completing expense reports;
• Composing and preparing correspondence;
• Itineraries and agendas and compiling documents for meetings.
• Manage and arrange complete travels for CEO (Visas, hotels, meet & greet services, tickets)
• Work closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately
• Provide general administrative and clerical tasks such as answering phones, faxing, mailing, filing and photocopying
• Plan meetings, book meeting rooms, lunch and provide timely agendas

Qualification and Experience:

• Educated to a degree level or equivalent.
• At least 4 years of experience as a Personal Assistant / Executive Assistant reporting directly to Senior Management
• Advanced English level verbal as well as written
• Extra languages advantage such as Russian / Poland / Swiss / German / Italian
• Critical Knowledge, Skills and Abilities (KSAs):
• Effective verbal and written communication skills
• Proficiency in Microsoft Office suites i.e. MS Word, Excel, Outlook
• Planning and Organizational Skills
• Superior Interpersonal Skills
• Good level of customer service skills
• Ability to work under pressure and within tight deadlines
• Excellent time management skills
• Ability to work independently
• Personal Qualities:
• Proactive and action-oriented
• Organized, and detail-oriented
• Team player

Job Rewards and Benefits