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:
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.
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!