Executive Office Manager

2 weeks ago


Dubai, Dubai, United Arab Emirates The First Collection Dubai Full time
The job posting is outdated and position may be filled

  • Providing administrative support to the VP. Pro-actively manage, update, and maintain his calendar across multiple time zones with attention to accuracy and detail while recognising the need to re-prioritise as business initiatives change
  • Act as "gate-keeper" to ensure VP's work flow is not interrupted
  • Organizing and scheduling meetings and/or conferences by interacting with internal/external employees/clients to coordinate calendars, prepare materials and facilities, and make necessary arrangements for web connectivity when necessary
  • Organize departmental and other meetings as required; take minutes of meetings and prepare final reports of proceedings as necessary. Follow through on action items.
  • Prepare travel arrangements ( flights, visa and hotel accommodation) for VP along with company's brand ambassadors and high profile individuals
  • Execute highly confidential documents and records and file them appropriately
  • Prepare ad hoc project's and research as required
  • Assist in organising company's events, seminars and trainings
  • Meet and Greet visitors at all levels of seniority
  • Preparing and processing expense reports and invoices
  • Producing a variety of correspondence, reports, and presentations using the appropriate software for word processing, graphics, and spreadsheets
  • Performing general administrative activities including screening and directing incoming phone calls, composing and typing general correspondence including emails, and prioritizing, distributing, and acting on mail
  • Managing long-term projects in support of the VP's top priorities
  • Setting meetings with high-profile individuals
  • Knowledge of Dubai labor laws

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