Office Manager

2 months ago


Dubai, United Arab Emirates Dalkia US Chillers Full time

Position Title: Executives assistant/Office Manager

Reports to: CEO/CFO

**JOB PURPOSE**
- Organize and supervise all of the day-to-day organization and logístical activities that facilitates the smooth running of the whole Dalkia Middle East team in Dubai (travel arrangements, office supplies, visitors welcome, newcomer day, paralegal tasks, etc.)

**KEY ACCOUNTABILITIES**

Description Responsibilities / Performance Measures

**Business trips** - Travel arrangements of all business trips
- For CEO and Excom: with initiative and optimization (time and cost)
- Rest of Dalkia team: upon individual request with optimization (time and cost)
- Complete travel requirements (visa, COVID test )
- Planning supervision of the drivers

**Planning**
- Manage the yearly calendar of all the committees + minutes of meetings
- Ensure no double commitment on CEO and ExCom calendars
- Schedules of CEO and Excom optimized, realistic, well maintained and clean (with informative title, location duly mentioned, necessary documents attached and printed if needed )
- Meeting rooms planning and visitors welcome
- Flex’office plannings

**Office management**
- Ordering through the procurement team office supplies and equipment and maintaining proper stock levels (business cards, goodies, paper )
- Day-to-day administrative requests from the team
- Management of expense claims for management
- Follow-up of documents signature
- Documentation management to set up and maintain
- In charge of all topics related to the office

**Paralegal/corporate**
- Monitor “gifts & invitation” procedure and responsible for maintaining the register up-to-date
- Carry-out simplified straight-forward compliance checks in support of the legal team
- Circulate all procedures developed by the group (governance, ethics, ERS, health and safety policies, HR, commercial )
- Manage and follow ESG / CSR and insurance including with Dalkia headquarter

**Communication**
- Support to Communication team for events and forums organization
- Management of VIP visits (external & internal) ➔ meetings, transportation, bookings, travel requirements
- Supervision and organization of the “welcome day” for newcomers
- Short translation works in English, French, Arabic

**Others**
- Support all other departments when needed
- welcome newcomers
- Possibility of traveling in the GCC countries as well as out GCC countries

**SKILLS & QUALITIES REQUIRED**
- Driving license
- Fluent English speaker, French & Arabic is an advantage
- Good knowledge of basic IT environment: Microsoft softwares mainly
- Good presentation
- Capability to develop a network with the other executive assistants within our partners and important clients/authorities
- Flexibility/availability/Capability to handle several tasks and topics in parallel
- Sense of confidentiality
- Resistance to stressful situations

**Salary**: AED0.50 per month

Ability to commute/relocate:

- Dubai: Reliably commute or planning to relocate before starting work (required)

Application Question(s):
**Education**:

- Bachelor's (preferred)

**Experience**:

- Office Management: 5 years (required)

**Language**:

- French (preferred)
- Arabic (preferred)
- French & Arabic (required)

Willingness to travel:

- 25% (preferred)

Application Deadline: 24/03/2024


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