Office Receptionist & Executive Assistant

Henley and Partners; Dubai; On-site; AED 78,000 - 123,000; Full time

Job summary

Henley & Partners in Dubai is seeking an experienced Office Receptionist & Executive Assistant to act as a professional ambassador for the firm. You will manage calendars, coordinate travel, draft correspondence, and support senior leadership while ensuring a welcoming, efficient reception for visitors and clients.

The role requires 5+ years of relevant experience, excellent English communication, strong organizational skills, and proficiency with the Microsoft Office Suite.

Qualifications

• Minimum 5 years of experience.
• Previous experience in a similar position.
• Excellent English communication skills, both verbal and written.
• Strong organizational skills.
• Skilled and knowledgeable with the use of the Microsoft Office Suite - PowerPoint, Excel and Word.

Responsibilities

• Manage the Executive's calendar, appointments, meetings, and related logistics.
• Coordinate business travel arrangements, including flights, accommodation, itineraries, and expense reports.
• Draft correspondence, manage incoming matters, and liaise with senior leadership and internal teams.
• Follow up on the Executive's priorities, commitments, and deadlines.
• Attend meetings when required, take minutes, track action points, and assist with presentations and meeting preparation.
• Maintain and update the CRM system, ensuring accurate records and follow-ups.
• Welcome visitors by greeting them in person or over the telephone, ensuring a professional and friendly first impression.
• Answer and redirect inquiries, take messages, and forward calls to the appropriate employees or departments.
• Check visitors in, notify employees of their arrivals or cancellations, and direct or escort visitors to the appropriate destinations.
• Maintain employee and department directories and provide visitors with relevant information and directions.
• Schedule and confirm appointments, maintain event calendars, and coordinate meeting room bookings.
• Arrange courier services and manage incoming and outgoing mail, including sorting and distributing post.
• Maintain a safe, clean, and organized reception area in accordance with company procedures and regulations.
• Ensure continuity and effective communication across teams by documenting and communicating relevant actions, irregularities, and ongoing requirements.
• Provide administrative and executive support, including assisting with ad hoc tasks and other business requirements as needed.

Skills

English communication

Organizational skills

Tools

Microsoft Office

PowerPoint

Excel

Word

Job description

Joining Henley & Partners

As the leading global citizenship and residency advisory firm for over two decades, we specialize in helping our clients navigate the complex landscape of investment migration and citizenship planning.

Why choose Henley & Partners?

Here's what sets us apart:

• Global Impact:Make a difference by helping individuals and families access new opportunities and secure a brighter future through alternative citizenship and residency options.

• Cutting-Edge Expertise:Join industry pioneers providing innovative solutions and exceptional service through an extensive international network.
• Dynamic Culture:Work in a multicultural and inclusive environment with over 40 offices worldwide, fostering collaboration and personal growth.
• Continuous Learning:Benefit from ongoing professional development, training programs, and industry conferences to enhance your skills.
• Impactful Projects:Engage in high-profile projects that shape the future of investment migration and global mobility.
• Work-Life Balance:Enjoy flexible working arrangements and benefits that support your well-being.

...but that's enough about us, let talk about you!

Office Receptionist & Executive Assistant

The Office Receptionist & Executive Assistant will act as an ambassador of the company with both internal customers & external clients. This role requires the individual to offer a level hospitality which meets and exceeds our clients’ expectations, whilst providing internal support to management.

Key Responsibilities:

• Manage the Executive's calendar, appointments, meetings, and related logistics;
• Coordinate business travel arrangements, including flights, accommodation, itineraries, and expense reports;
• Draft correspondence, manage incoming matters, and liaise with senior leadership and internal teams;
• Follow up on the Executive's priorities, commitments, and deadlines;
• Attend meetings when required, take minutes, track action points, and assist with presentations and meeting preparation;
• Maintain and update the CRM system, ensuring accurate records and follow-ups;
• Welcome visitors by greeting them in person or over the telephone, ensuring a professional and friendly first impression;
• Answer and redirect inquiries, take messages, and forward calls to the appropriate employees or departments;
• Check visitors in, notify employees of their arrivals or cancellations, and direct or escort visitors to the appropriate destinations;
• Maintain employee and department directories and provide visitors with relevant information and directions;
• Schedule and confirm appointments, maintain event calendars, and coordinate meeting room bookings;
• Arrange courier services and manage incoming and outgoing mail, including sorting and distributing post;
• Maintain a safe, clean, and organized reception area in accordance with company procedures and regulations;
• Ensure continuity and effective communication across teams by documenting and communicating relevant actions, irregularities, and ongoing requirements;
• Provide administrative and executive support, including assisting with ad hoc tasks and other business requirements as needed.

Skills & Requirements:

• Minimum 5 years of experience;
• Previous experience in a similar position;
• Excellent English communication skills, both verbal and written;
• Strong organizational skills;
• Skilled and knowledgeable with the use of the Microsoft Office Suite - PowerPoint, Excel and Word.

Join our team and be part of an organization that values innovation, fosters collaboration, and believes in the potential of its employees. We offer competitive compensation, comprehensive benefits, and a dynamic work environment that encourages growth and personal development.

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