Office Manager / EA to MD

Job description / Role

Salary 15,000 AED per month

This role has two major areas of support – Office Management and Assisting the MD and Client Services Director

Duties & Responsibilities:
- Answer telephones and handle conversations in a professional manner.
- To undertake general correspondence (such as e-mails, business letters, reports, presentations, faxes, memos, IOM’S, couriers, etc) on behalf of the MD and ensure that the classified correspondence is properly marked, documented and controlled.
- To screen incoming correspondence and raise critical issues to the MD
- Coordinate and support day-to day operations of the MD’s Office including any special projects.
- Manage business diary of the MD including scheduling of daily business meetings along with necessary follow-ups and coordinate on travel arrangements.
- To co-attend management meetings and prepare/complete; agenda/draft minutes of the meetings within specified timelines.
- Processing expense claims for Directors on a monthly basis
- Assisting with personal duties such as assisting with setting up a new apartment
- Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
- Will also perform varied complex financial duties, frequently of a highly confidential nature.
- Coordinate with the external contractors i.e. security, flowers, etc.
- Identifying new systems and processes for the Office to improve efficiency, implementation from start to finish
- Taking responsibility for projects that arise such as implementing a CRM system to track client activity
- Research, pricing, and purchase office stationary supplies, printing, etc.
- Responsible for seeking quotations, preparing LPO’s, purchasing and maintaining inventory of office furniture.
- Ensure tidiness, safety and professional appearance of the office building (may include some housekeeping duties)
- Look for and make recommendations concerning process efficiencies.
- The jobholder may also be assigned the additional responsibility relevant to the job profile but of undefined nature as and when necessary in the best business interests of the Company.

Requirements

- High School Educated
- Five years’ experience working for Executive Management of which a minimum of two years should be within UAE.
- Should be fluent in English (oral, reading & writing).

Competencies/Skills:
- Excellent knowledge of Office Management and MS Office
- Excellent Communication/Translation Skills [ Oral + Written]
- Ability to Organize and work in a flexible schedule.
- Knowledge of accounting and excel spreadsheets will be an added advantage
- Presentable and professional demeanour

About the Company

At Hays, we invest in lifelong partnerships that empower people and businesses to succeed. With over 50 years’ success under our belts and a workforce of 10,000+ people across 32 countries, we’ve evolved to put our customers at the heart of everything we do.

So much more than a specialist recruitment business, what really sets us apart is our knowledge through scale, deep understanding and our ability to meaningfully innovate for our customers. By providing advice, insights and expertise on issues you face today in the fast-paced world of work, we help you make the right decisions for tomorrow.

Offering an unrivalled suite of recruitment and workplace solutions, whether you’re looking for what’s next in your career, or have a gap to fill, we’ll help you get where you want to go.

You can rely on us to deliver today and help you plan for tomorrow.