Executive Personal Assistant jobs in United Arab Emirates

This role is responsible for the management of the Office receptionist and the co-ordination of office facilities ensuring the smooth running of the office. Managing the reception function to a high standard ensuring good customer service to CMC Markets.

• Manage, coach, support and develop the office, allocating workload and continually reviewing progress.
• Ensuring that all calls to CMC Markets are answered politely, professionally within the agreed service levels through the company switchboard system.
• Ensure that all visitors and staff are dealt with in a polite and professional manner.
• Maintain reception area in a clean and tidy manner, keeping it to a high standard.
• Manager incoming / Outgoing post and parcel management and international carriers.
• Ensuring the stationery room is kept tidy and stationery stock levels are maintained.
• Manage the day-to-day relationship of the cleaning contractor.
• Manage relevant external contracts ensuring regular performance reviews with our cleaning / office supplies and courier suppliers.
• Manage the external archiving process for the business, main point of contact for the vendor.
• Management of office seating plan.
• Ensure meeting rooms are set up correctly and cleared promptly.
• Assisting with emergency evacuations, planned and unplanned, Providing Fire Warden support.
• Ensure that all kitchen areas are clean and tidy and there are sufficient refreshments for the day.
• Management of DSE online assessments. Assessments, ordering equipment and delivery / training arrangements.
• Organising the ordering of refreshments for the office as required.
• Adhere to procurement procedures, and where required, manage the raising of relevant purchase requisitions.
• Organising company events such as Xmas and Summer staff parties. Arrange adhoc staff / charity events.
• Oversee administrative activities as directed by the HR department such as on staff on-boarding, issuing of security access cards.
• Provide ad-hoc administrative support to staff from overseas offices on visits to Dubai as required.
• Calculating and comparing costs for required goods or services to achieve value for money by way of tender process where required.
• Review and analyse any new legislation that will impact upon the provision of facilities and office services.
• Take all reasonable steps to ensure confidentiality.
• Responding appropriately to emergencies or urgent issues as they arise.
• Undertake other duties as may be reasonably required which are consistent with the general level of responsibility for this role.
• Coordination of the procurement process for Facilities and other areas of the business where required. Ensuring PO’s are raised in a timely manner and relationships managed with external providers.