Office Manager & PA to the CEO

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Vacancy

1 Vacancy

Job Description

Job Title: Office Manager & PA to the CEO

Location: Dubai, UAE - Reports To: CEO (Construction Management)

Job Summary:

The Office Manager & PA to the CEO plays a dual role in ensuring the smooth operation of the office while providing high-level executive support to the CEO. This individual will oversee administrative functions, coordinate company-wide processes, and manage the CEO’s schedule to support strategic initiatives.

Key Responsibilities:

Office Management:

• Act as a strategic partner to the CEO by managing schedules, prioritizing tasks, and ensuring that executive time is allocated efficiently.
• Coordinate and oversee office operations, including managing supplies, equipment, and vendor relationships to create a seamless working environment.
• Draft, edit, and prepare communications, reports, and presentations that reflect the CEO's vision and priorities with precision and professionalism.
• Plan and organize high-stakes meetings, events, and travel arrangements, ensuring every detail aligns with corporate objectives and enhances productivity.
• Serve as the primary point of contact for internal and external stakeholders, showcasing excellent interpersonal skills to build strong relationships.
• Implement office policies and procedures that enhance operational efficiency and support the organization's growth strategies.
• Conduct research and gather data to support decision-making processes, providing the CEO with actionable insights and recommendations.
• Manage confidential information with discretion, ensuring that sensitive communications and documents are handled appropriately.
• Lead special projects and initiatives that drive organizational success, demonstrating adaptability and a proactive approach to challenges.
• Foster a positive office culture by promoting team collaboration and supporting employee engagement initiatives.
• Oversee and manage daily office operations, ensuring an efficient workflow.
• Maintain office supplies, facilities, and vendor relations.
• Coordinate project documentation, contracts, and compliance paperwork.
• Assist in managing financial records, including expense tracking and invoicing.
• Implement and maintain office procedures, ensuring regulatory adherence.
• Coordinate internal communications and facilitate collaboration among departments.

Personal Assistant to CEO:

• Manage CEO’s schedule, travel arrangements, and appointments.
• Screen calls, emails, and requests to prioritize the CEO’s workflow.
• Prepare reports, presentations, and business correspondence.
• Coordinate executive meetings, taking minutes and managing follow-ups.
• Act as a liaison between the CEO and key stakeholders, clients, and partners.
• Handle confidential information with professionalism and discretion.
• Assist with strategic planning, research, and special projects as required.

Qualifications & Skills:

• Education: Bachelor's degree in Business Administration, Office Management, or related field preferred.
• Experience: Minimum 5+ years of experience in office management and/or executive assistance, preferably within construction or related industries.
• Strong organizational and multitasking skills with attention to detail.

Employment Type: Full-time

Desired Candidate Profile:

• Bachelor's degree in Business Administration or a related field; advanced degrees are a plus.
• Minimum of 5 years of experience in office management or executive support roles, ideally within a fast-paced corporate environment.
• Experience in the same industry as the company to understand sector-specific challenges and opportunities.
• Proficiency in project management software and tools, ensuring efficient task tracking and progress reporting.
• Fluency in English; additional languages are a strong asset to facilitate international communications.
• Strong technical skills in Microsoft Office Suite and familiarity with cloud-based collaboration tools.
• Exceptional organizational skills and the ability to manage competing priorities without compromising on quality.