Executive Assistant & Office Manager

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JOB DESCRIPTION / ROLE

Employment: Full Time

An international commodities group with offices in Europe and Africa is seeking support for the Chief Operational Officer, located in Dubai. The business is continuing to grow and this role can offer a great team spirit and a fast paced, challenging boutique environment. With a loyal and dedicated workforce many of whom have been with the organisation for significant periods of time, this new position requires those with a resilient approach and an exceptionally high level of confidentiality and discretion.

Taking control of the complex and ever-changing diary and providing meeting documents, minute taking and distribution of the same, the EA will also ensure all actions are monitored and deadlines are met across this multi-functional team. There will also be a great deal of PowerPoint presentations and excel reports to develop and therefore a keen eye for details is essential here. The COO travels globally on a regular basis and the EA will prepare a complete itinerary including detailed flight information, visa processing, ground transport and hotel arrangements. Part of the role will also include liaison with all hotel and service providers to negotiate contracts and ensure cost effective travel policies are in line with the organisations’ practices. As the COO has an entrepreneurial spirt and a hectic personal schedule there will also be elements of arranging personal appointments and tasks.

Acting as the main point of contact for office management and business continuity, you will also oversee all operations and recommend improvements to increase efficiencies. Organising suppliers and vendors and negotiating and monitoring their services, you will always be one step ahead to ensure the office runs in a seamless and professional manner in all areas including supplies, maintenance, inventory management and IT. Regulatory compliance of the trade licence and insurance renewals will also fall under the EA and Office Manager’s responsibilities. Wider support will also be given to the regional offices with regards to company and client events, senior off-site meetings for the leadership team and social away days.

REQUIREMENTS

This is a fantastic organisation that takes a forward-thinking approach and they can offer great additional benefits on top of the health insurance and annual flight options. It will require an experienced EA who is highly proactive, exceptionally organised, and able to push back when required with an invaluable appreciation of confidentiality. A minimum of 2 years of experience in a similar role at C- suite level and excellent communication skills in English, there may also be some regional travel required on an ad hoc basis. Finally, candidates who are fluent in German and/or French languages take a distinct advantage for this position.

ABOUT THE COMPANY

Irwin & Dow was established in 2013 to provide clients with a unique and highly personalised recruitment service, providing the very top calibre of candidates across the business support and secretarial function.

We provide a refreshing approach, working in close partnership with clients and candidates across diverse industry sectors; large MNC’s, government & semi -government entities, SME’s, local businesses and in the start-up and UHNWI support framework.

Great people equal great success: all our candidates are interviewed personally by a member of the team, and we develop longstanding and in-depth relationships with our clients, understanding their corporate culture and goals to ensure a successful outcome for both parties.

Our values of discretion and diplomacy are paramount, and we are pleased to be a partner of choice for clients and candidates.

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