Personal Assistant/ Office Administrator

Personal Assistant/ Office Administrator (DUBAI)

Overview
We are seeking a highly professional, organized, and discreet Executive Assistant / Office Administrator to provide dedicated support to the General Manager. This role focuses exclusively on ensuring the smooth operation of the GM's day-to-day activities, including schedule management, travel coordination, communication, and administrative tasks. The ideal candidate thrives in a fast-paced environment, has excellent attention to detail, and demonstrates high levels of professionalism and confidentiality.

Key Responsibilities

• Provide direct administrative and organizational support to the General Manager
• Manage and maintain the GM's calendar, including scheduling internal and external meetings
• Prepare meeting materials, briefing notes, and follow-up actions as needed
• Draft, review, and proofread correspondence and documents on behalf of the GM
• Handle confidential information with discretion and professionalism

• Organize all aspects of the GM's and Co-Guardians domestic and international travel, including flights, accommodation, transportation, and itineraries
• Prepare and process travel expense reports

• Act as the primary point of contact for the GM's office, ensuring timely and professional communication with internal and external stakeholders
• Follow up on action items and ensure proper execution of priorities set by the GM
• Help facilitate smooth communication between the GM and department heads

• Oversee daily office operations to ensure a seamless work environment, managing facilities, office supplies, and vendor relationships
• Coordinate internal communications and support the implementation of office policies and procedures

• Support special projects and initiatives as assigned, from research to follow-up on action items
• Collaborate with cross-functional teams ensuring alignment with organizational goals

Required Qualifications And Competencies

• Minimum of 5 years' experience as a Personal Assistant to General Managers or senior executives, ideally within a luxury sector
• Proven track record of managing multiple tasks and operating in a high-pressure environment

• Exceptional command of the English language, both spoken and written. (Arabic is a plus)
• Excellent communication skills, with the ability to engage confidently with C-level executives and high-profile clientele

• Strong multitasking abilities, prioritizing tasks effectively and managing deadlines without compromising quality
• Keen attention to detail with excellent proofreading and editing skills

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and common office management software
• Familiarity with travel booking systems, digital calendar management, and collaboration tools

• Professional demeanor, polished appearance, and high levels of discretion and integrity
• Ability to build relationships and network effectively within and outside the organization

• Understanding of UAE and different cultural norms and business etiquette within a luxury brand context

• A Bachelor's degree in Business Administration, Communications, or related field is preferred, though extensive experience may be considered in lieu of formal education

• Mid-Senior level

• Full-time

• Administrative

• Internet Publishing