Personal Assistant and Office Manager

Job description / Role

Our client, a global Advertising and Marketing Agency, are looking for Personal Assistant and Office Manager to join their team in Dubai. In this role, you will be reporting to the CEO and COO of the company and will also be involved with HR duties.

Office Management
- Responsible for the running of a full floor in an executive building
- Provide full administrative support including internal memos, outside correspondence, creating and maintaining filing systems, copying, faxing, distribution, following-up on projects, mailings, travel arrangements, preparing reports, and personal requests.
- Full maintenance (checking furniture, maintenance contracts, suppliers, cleaners, storage, refreshments)
- Responsible for an administration team of 3 (1 receptionist and 2 office support personnel)
- Coordinate meetings and make arrangements for conferences, meetings and events.
- Provide assistance when employees are on the road. This may include checking voice mail, answering telephone calls, messages and faxes.
- Event management eg. Webinars, seminars and symposiums.
- Ensuring company adheres to the labour law
- Other ad hoc responsibilities assigned by CEO.

PA
- Extensive and complex diary management; preparation of detailed international travel itineraries (visas, correspondence support and management of highly confidential matters)
- Diary management
- Organizing flights, accommodation and hotel requirements
- Meeting bookings, including with senior clients and managers from within the business
- Invoicing and financial recording
- Booking flights, visas and travel
- Manage and administer meetings and conferences; both local and international including: Board meetings, Executive Leadership Team & corporate social events
- Receive and interface with senior clients and partners
- Assistance with preparation of business reports and presentations
- Planning and execution of conferences

Human Resources
- Assist with the induction of new employees to the company
- Preparing documents for new starters and leavers
- Keep an accurate record of vacation/sickness absence days
- Maintain local personnel files and associated legal documents.
- Work with PRO for Visa requirements, obtaining UAE visas for all staff, and Travel visas for business travel

Requirements

- Female
- Immediately Available or maximum 2 weeks notice
- Fluent in English. Arabic and/or French is desirable
- Minimum one years’ experience in similar role in the Middle East
- Strong organisational, interpersonal and written communication skills.
- Proficient in Microsoft Office
- Willingness to work irregular hours
- Thick skinned and used to working to a demanding work schedule
- Ability to work in a pressurized environment
- Quick learner
- Flexible and adaptable
- Education - High School, College or equivalent

About the Company

Mackenzie Jones Middle East has decades of recruitment expertise in various industry sectors. Along with a deep understanding of key market sectors and regions, we never forget to treat clients, companies and candidates as individuals who have unique needs.

So we always listen, constantly learn, occasionally challenge and frequently advise. Its all part of a service renowned for its courtesy, consideration and dedication. Based in Dubai since 2006, our office covers the GCC and Levant countries and with the right regional expertise, we are the leading specialists.

Were growing rapidly because people appreciate our honesty, commitment and results.