Office Administrator- Paralegal Assistant UAE

Office Administrator- Paralegal Assistant UAE; Dubai; On-site; AED 60,000 - 110,000; Full time

Benefits offered by this job

Health care

Life insurance

Child education contribution

Remote working options

Employee discounts

Job summary

Chalhoub Group in Dubai seeks an Office Administrator- Paralegal Assistant UAE to support a wide range of secretarial and administrative duties, manage records, and oversee legal documents with high confidentiality.

You will generate reports, organize meetings, and liaise with banks and external parties, while handling archiving, billing, and basic bookkeeping under the Manager’s guidance. This role requires discretion and strong organizational skills.

Qualifications

• Collaborating & Influencing with Respect & Trust.
• Communicating effectively.
• Demonstrating Customer Centricity.
• Demonstrating Personal Resilience & Adapting to Change.
• Driving Results.
• Technical

Responsibilities

• Generate reports, briefing papers and presentations; prepare, collate and distribute as required. Deal with incoming and outgoing communication, Organise and schedule meetings and when necessary take minutes.
• To oversee and manage all official & legal documents in professional maturity and high confidentiality due to the exposure of highly restricted information.
• Handling inter-office communications, confidential mails, quotations, monthly billing, cheques, etc.
• Draft, proofread, edit & finalise documents like (Memorandum, Correspondence, various reports, contracts & lease agreements, Company profile, pre-qualification documents, project/client/consultants List etc.,)
• Liaise with relevant individuals, departments, external customers and parties such as banks & consultants on the Manager’s behalf and ensure smooth and efficient communication flow
• Handle all physical and digital archiving of documents, records, and reports Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work
• Independently responding to phone calls, urgent requests, managing all schedules and interacting with Managers, Head of Departments, as & when required.
• Review all legal documents provided by the banks and other official entities and confirm the eligibility of the terms of the documents or refer to legal department when appropriate.
• Manage & organise the daily administrative functions while focusing on priority issues, chasing responses and triggering follow-up action when required.
• Full awareness of the timelines for all the Professional & Personal matters and ensuring that the Manager/Team are always explained of the upcoming deadlines.
• Follow the instructions of the Manager in terms of managing and maintaining effective office procedures and efficient workflow and initiate new ideas when found appropriate.
• Handles a wide range of highly profiled, sensitive and confidential information requiring a dedicated level of confidentiality.
• Responsible for organising social events and internal events.
• Assist in planning and organising visits of selected visitors.
• Prepares a range of reports and executive correspondence for the Manager as per the given deadlines.
• Initiates appropriate actions with the Manager for the incoming correspondence & calls by determining priorities, forwarding to proper departments for action, or composing correspondence in response.
• Ensure policies & procedures are closely followed & standards of quality related to the office administration are constantly monitored and adhered to.
• Extend necessary support for the Family office Personal jobs & requirements and performs any other miscellaneous job related to Family Office duties.

Skills

Collaboration

Communication

Customer focus

Resilience

Results oriented

Technical

Job description

JOB REF: 45833

Location Dubai

Address Chalhoub Group D3 Office

Industry Office Administration jobs,
Secretarial & PA jobs,
Sales & Retail jobs,
Students and Graduate jobs,
Legal & Paralegal

Who we are

Chalhoub is the leading luxury retailer in the Middle East. With more than 600 stores, 300 brands, and over 65 years of experience in the region, we are the premiere destination for luxury goods. To fuel the next stage of the organisation’s growth we are looking to build a world class team. From physical retail through to supply chain and customer loyalty, we aim to use technology and data to continuously improve every aspect of our operations. We are looking for top talent to join us on this journey.

What you'll be doing

The Office Administrator is responsible for a wide variety of general secretarial and administrative duties, Maintenance of accurate and detailed records, databases, and filing systems.

• Generate reports, briefing papers and presentations; prepare, collate and distribute as required. Deal with incoming and outgoing communication, Organise and schedule meetings and when necessary take minutes.
• To oversee and manage all official & legal documents in professional maturity and high confidentiality due to the exposure of highly restricted information.
• Handling inter-office communications, confidential mails, quotations, monthly billing, cheques, etc.
• Draft, proofread, edit & finalise documents like (Memorandum, Correspondence, various reports, contracts & lease agreements, Company profile, pre-qualification documents, project/client/consultants List etc.,)
• Liaise with relevant individuals, departments, external customers and parties such as banks & consultants on the Manager’s behalf and ensure smooth and efficient communication flow
• Handle all physical and digital archiving of documents, records, and reports Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work
• Independently responding to phone calls, urgent requests, managing all schedules and interacting with Managers, Head of Departments, as & when required.
• Review all legal documents provided by the banks and other official entities and confirm the eligibility of the terms of the documents or refer to legal department when appropriate.
• Manage & organise the daily administrative functions while focusing on priority issues, chasing responses and triggering follow-up action when required.
• Full awareness of the timelines for all the Professional & Personal matters and ensuring that the Manager/Team are always explained of the upcoming deadlines.
• Follow the instructions of the Manager in terms of managing and maintaining effective office procedures and efficient workflow and initiate new ideas when found appropriate.
• Handles a wide range of highly profiled, sensitive and confidential information requiring a dedicated level of confidentiality.
• Responsible for organising social events and internal events.
• Assist in planning and organising visits of selected visitors.
• Prepares a range of reports and executive correspondence for the Manager as per the given deadlines.
• Initiates appropriate actions with the Manager for the incoming correspondence & calls by determining priorities, forwarding to proper departments for action, or composing correspondence in response.
• Ensure policies & procedures are closely followed & standards of quality related to the office administration are constantly monitored and adhered to.
• Extend necessary support for the Family office Personal jobs & requirements and performs any other miscellaneous job related to Family Office duties.

YOUR PROFILE:

• Collaborating & Influencing with Respect & Trust
• Communicating effectively
• Demonstrating Customer Centricity
• Demonstrating Personal Resilience & Adapting to Change
• Driving Results
• Technical

Ready to join our exciting transformation to become a hybrid retailer, bringing luxury experiences to the fingertips of our customers everywhere? Now’s your chance. By being part of our journey here at Chalhoub Group, you can make a real impact on customers and some of the finest brands in the world. In return, you’ll have everything you need to innovate your career.

What we can offer you

We will help shape your journey with us through enriching experiences, learning and development opportunities and exposure to different assignments within your role or through internal mobility.

Our Group offers the opportunity to support careers that may span different teams, different job roles, different categories and even different countries. We offer diverse career paths for those who show drive and passion as well as the desire to learn and grow.

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

Company: Chalhoub Group
Country / Region: United Arab Emirates
City: Dubai
Business group: Fashion & Luxury retail
Contract type: Permanent Job
Function: Legal department