Executive Assistant

Our client is a highly reputed family office holding based in DIFC. They are currently seeking an experienced Executive Assistant to provide high-level support to the Chairman and multiple directors. This is an exceptional opportunity for a dynamic and proactive professional to be a part of a prestigious organization.

We are looking for a highly organized and detail-oriented Executive Assistant to efficiently manage the office of the Chairman while also supporting multiple directors. The role requires a versatile professional who can handle PRO-related activities, bookkeeping, filing, guest management, and office administration in coordination with the Office Manager. The ideal candidate should possess excellent multitasking abilities and the capability to work in a fast-paced, high-profile environment.

Key Responsibilities:

1. Office Workplace Maintenance:
   • Take care of facility management of the office premises, including coordinating with cleaners and vendors to ensure the workplace is clean, well-maintained, and adheres to hygiene and safety standards.
   • Supervise the upkeep of office utilities, repairs, and maintenance, ensuring all office equipment and infrastructure remain in optimal working condition.
   • Maintain relationships with facility management service providers to ensure timely delivery of required services.
   • Procure cleaning materials, office stationery, and other necessary supplies.
   • Escort guests and ensure their comfort during visits.
   • Be proficient in making tea and coffee and serving the same professionally.
2. Administrative Support:
   • Assist in financial documentation, invoicing, expense tracking, and reconciliation processes.
   • Oversee office administration, including procurement of office supplies, document management, and maintaining an organized workspace.
   • Support HR functions, including employee documentation, leave tracking, and payroll coordination.
   • Handle communication with vendors, auditors, and regulatory bodies as needed.
   • Manage travel arrangements and expense reports for senior management.
   • Assist in scheduling and coordinating meetings, ensuring timely follow-ups.
   • Prepare agendas, meeting minutes, and necessary documents for executive meetings.

Qualifications & Skills:

• Any graduation degree. Bachelor's degree in Finance, Accounting, Business Administration, or a related field may be an added advantage.
• Minimum 5-6 years of experience.
• Excellent organizational and multitasking abilities.
• Strong attention to detail and ability to handle sensitive information with discretion.
• Effective communication and interpersonal skills.
• Ability to work independently and collaborate with multiple teams.
• Work on Adhoc jobs and with erratic time schedules.

If you are a proactive and resourceful professional looking to take on a challenging yet rewarding role, we encourage you to apply!