Executive Assistant & Office Admin | Dubai, UAE

Executive Assistant & Office Admin

Travelex Foreign Coin Services Limited Dubai, United Arab Emirates

• To provide a full range of administrative support to the MD that ensures his work is handled efficiently at all times, including those times when the MD has external engagements and is away from the office.
• Proactively manage complex and dynamic calendars, scheduling appointments, meetings, and conferences, considering time zones, priorities, and potential conflicts.
• Manage email correspondence, screen calls, and prioritize incoming requests to ensure efficient decision-making.
• Manage relationships with individuals and organisations on behalf of the MD, maintaining relevant databases of contacts and information and act as the first point of contact for visitors and callers.
• Deal quickly and effectively with all enquiries and requests, handling them directly when appropriate and directing routine matters for responses from other staff and functional areas, and monitor their actions.
• Proactively organise and maintain diaries and make appointments for the MD and, where appropriate, other Senior Managers.
• Undertake secretarial and administrative office functions, including attending meetings, producing minutes, and liaising with clients.
• Organise venue bookings, preparation of papers and slides/presentations, and their timely circulation to attendees, and attend meetings to ensure that the MD is well prepared.
• Arrange business travel and accommodation for the MD and MET SLT when attending off-site meetings.
• Prepare reports, presentations, and documents as required by the management team.
• Assist in the preparation of meeting agendas and take minutes during executive meetings.
• Organize Diversity, Equity & Inclusion (DE&I) events and initiatives to foster an inclusive and supportive work environment.
• Oversee day-to-day office operations, including office supplies and equipment management.
• Ensure the office is well-maintained, organized, and conducive to productivity.
• Coordinate office maintenance, repairs, and facility management with relevant service providers.
• Handle expense reports, invoices, and other financial documentation.
• Liaise with vendors, suppliers, and service providers.
• Support ad-hoc administrative tasks as required.