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Executive Assistant & Office Manager Chalhoub Group Dubai

  • Full time
  • Dubai, United Arab Emirates, Unit GS, 075, Financial Center Rd, Downtown Dubai, Dubai, AE View on Map
  • @Chalhoub Group posted 4 months ago
  • Posted : December 12, 2024 -Accepting applications
  • Salary: د.إ10,000.0 - د.إ25,000.0 / Monthly
  • View(s) 172

Job Detail

  • Job ID 26953
  • Career Level  Senior
  • Experience  3 Years
  • Gender  Male Female 

Job Description

Executive Assistant & Office Manager at Chalhoub Group 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, candidate will manage the Founder’s schedule, facilitate cross-departmental coordination, and support key processes and office management. Candidate’s 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. This is a Senior level full time job. And salary can range between 10000-25000 AED/month.

Responsibilities of Executive Assistant & Office Manager

  • 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.
  • 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.

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.
  • 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.

Requirements for Role of Executive Assistant & Office Manager

  • Bachelor’s degree in Business Administration, Management, or a related field.
  • At least 3 years experience as an Executive Assistant/Office Manager.

Skills And Knowledge Desired

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

Senior Store Manager Jil Sander Chalhoub Group Dubai

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