Executive Assistant & Office Manager

INSPIRE | EXHILARATE | DELIGHT

For over six decades, Chalhoub Group has been a partner and creator of luxury experiences in the Middle East. The Group, in its endeavour to excel as a hybrid retailer, has reinforced its distribution and marketing services with a portfolio of eight owned brands and over 300 international brands in the luxury, beauty, fashion, and art de vivre categories. More recently, the Group expanded its expertise into new categories of luxury watches, jewellery, and eyewear.

Every step at Chalhoub Group is taken with the customer at heart. Be it constantly reinventing itself or focusing on innovation to provide luxury experiences at over 750+ experiential retail stores, online and through mobile apps, each touch point leads to delighting the customer.

Today, Chalhoub Group stands for 14,000 skilled and talented professionals across seven countries, whose cohesive efforts have resulted in the Group being ranked third in the Middle East and first in Saudi Arabia as a Great Place to Work.

To keep the innovation journey going, the Group has set up "The Greenhouse", which is not just an innovation hub, but also an incubator space and accelerator for start-ups and small businesses in the region and internationally. This is just one of the several initiatives taken by the Group to reinvent itself, catalysed by forward thinking and future-proofing. The Group has also been embedding sustainability at the core of its business strategy with a clear commitment towards people, partners and the planet, and by being a member of the United Nations Global Compact Community and signatory of the Women's Empowerment Principles.

What you'll be doing

As the Executive Assistant & Office Admin Manager, you will play a critical role in overseeing a wide range of administrative, operational, and support functions to ensure the efficient and effective day-to-day operations of the business. Acting as a key liaison between the Founder, the management team, and the wider organization, you will manage the Founder's schedule, facilitate cross-departmental coordination, and support key processes and office management. Your responsibilities will also include ensuring smooth administrative workflows. The role demands a neutral, non-bias professional, and detail-oriented individual who can manage multiple priorities while maintaining confidentiality and professionalism in all aspects of the business.

Key Responsibilities:

1. Executive Support:
   - Serve as the primary point of contact between the Founder, the management team, and the broader organization.
   - Track and follow up on action items across departments to ensure deadlines are met.
   - Manage the Founder's email and calendar, ensuring the timely scheduling of appointments and meetings. Respond to and file emails appropriately.
   - Attend and participate in weekly management meetings, document minutes, and follow up on action items.
   - Participate in departmental meetings as necessary, ensuring accurate documentation and action item follow-ups.
   - Attend external meetings upon request.
   - Coordinate and book travel arrangements for the Founder and Buying team, ensuring cost-effectiveness and efficiency.
   - Act as the liaison between the business and Group HR for employee-related matters.
   - Prepare presentations for team meetings, ensuring content is accurate and complete.
2. Finance & Payment Management:
   - Collaborate with the internal accounting team to ensure accurate reporting of business expenses and assist with monthly reconciliation.
   - Review outgoing payments to suppliers, internal commissions, and other ad hoc payments, flagging any discrepancies for review and approval.
   - Review and process departmental payments via corporate credit card, ensuring expenses are properly monitored and tracked.
   - Occasionally process petty cash payments, ensuring proper documentation and approval.
   - Work closely with the accountant to monitor cash flow and ensure timely processing of payments.
3. Administrative Support:
   - Monitor and track employee leave requests (vacation, sick leave, in lieu) and obtain necessary approvals from line managers.
   - Assist the Creative and Marketing departments with event coordination, including obtaining permits, managing suppliers, and overseeing payments.
   - Provide logistical support for internal events, ensuring supplier coordination and setup.
   - Review and update internal policies as required, ensuring consistency and compliance.
   - Track and manage contracts and agreements, ensuring timely renewals and compliance.
   - Draft and review official correspondence, agreements, and other necessary documents.
   - Support the onboarding process for new employees, ensuring smooth integration, proper orientation on internal policies, and business overview.
4. Office Management:
   - Coordinate maintenance and repairs for the office and salon, ensuring minimal disruption to daily operations.
   - Report and resolve maintenance issues promptly to maintain a functional and safe work environment.
   - Ensure the office is fully stocked with necessary supplies, including pantry items, office materials, and equipment.
   - Serve as the primary point of contact between the Group and D3 management for all building and office-related matters.
   - Oversee office enhancements or fit-outs, ensuring office and salon spaces are well-maintained and meet business requirements.
   - Coordinate office supplies and setup, ensuring that all necessary resources and equipment are available to support daily operations.
   - Manage the onboarding process for new employees, including organizing workspace setups, arranging necessary equipment, and facilitating a smooth transition into the company.

What you'll need to succeed

This role requires a highly organised, neutral, and professional individual capable of managing multiple responsibilities with discretion, efficiency, and attention to detail. You will be expected to collaborate effectively across teams and departments, handling sensitive matters impartially while maintaining the confidentiality and integrity of company operations.

At least 3 years experience as an Executive Assistant/Office Manager.

What we can offer you

With us, you will turn your aspirations into reality. We will help shape your journey through enriching experiences, learning and development opportunities and exposure to different assignments within your role or through internal mobility. Our Group offers diverse career paths for those who are extraordinary, every day.

We recognise the value that you bring, and we strive to provide a competitive benefits package which includes health care, child education contribution, remote and flexible working policies as well as exclusive employee discounts.

We Invite All Applicants to Apply

It Takes Diversity Of Thought, Culture, Background, Differing Abilities and Perspectives to truly Inspire, Exhilarate and Delight our customers. At Chalhoub Group, we are committed to inclusion and diversity. We welcome all applicants to apply and be part of our exciting future. We ensure equal opportunity for all our applicants without regard to gender, age, race, religion, national origin or disability status.