Executive Assistant And Office Manager

In this dual role, you will provide high-level administrative support to the CEO/Managing Director while managing the day-to-day operations of our office. You will be responsible for complex scheduling, communication, document management, and financial tasks, drawing on your basic finance/accounting background. In addition, you will oversee office management functions—including vendor coordination, facility upkeep, and the implementation of efficient administrative systems—to ensure a productive and well-organized workplace. Proficiency in both English and Mandarin Chinese (written and verbal) is essential due to our global and multicultural environment.

Key Responsibilities

Executive Support

• Manage the CEO/Managing Director’s daily schedule, appointments, and events.
• Serve as the primary point of contact for internal and external stakeholders on behalf of the CEO/MD.
• Draft, proofread, and distribute both routine and confidential correspondence.

Office Management

• Oversee day-to-day office operations and maintain a productive, organized workspace.
• Manage office supplies, equipment, and vendor relationships.
• Implement and uphold office policies, procedures, and systems to promote efficiency.

Administrative Documentation & Filing

• Maintain and update administrative records for compliance, HR, payroll, and other company functions.
• Ensure accurate and organized filing systems (both digital and paper-based).

Basic Accounting & Financial Support

• Process invoices, expense reimbursements, and payment requests.
• Organize receipts, track expenditures, and assist in financial record-keeping.
• Liaise with external accountants to facilitate streamlined financial operations.

Vendor & Service Provider Coordination

• Act as the primary liaison with external service providers (legal, IT, HR, etc.).
• Monitor service contracts and maintain strong working relationships with all vendors.

Project Coordination

• Assist in coordinating cross-departmental projects, ensuring deadlines and deliverables are met.
• Communicate project updates and timelines to relevant stakeholders as needed.

Requirements:

Salary:
AED 7,000 to 12,000 per month inclusive of fixed allowances.