VIP Visit Logistics Manager

Job description / Role

Our client, a European governmental organisation is seeking an EXPO 2020 VIP Visit Logistics Manager to work from their Embassy in Dubai. The jobholder will support the Embassy personnel during the period of Expo 2020, on a fixed term contract from 15th Nov 2021 - 31st Mar 2022.

The key element of this role is to work alongside the UAE Visits and Expo2020 teams, offering support across a range of services to official visitors at Expo2020.

• You will be responsible for administrating a range of cross-cutting processes which support the effective delivery of Corporate Services and logistics over the Expo2020 period.
• Good organisational and communication skills and attention to detail are essential requirements for the job. The successful candidate will also need to demonstrate strong interpersonal skills as well as resilience in a busy and demanding work environment.
• Management of all logistical arrangements, including accommodation reservations and management of any special requirements, transport plans, hire of additional vehicles, vehicle passes, and ensuring smooth movement to and around the Expo site;
• Liaison with Events Officers who are managing content and choreography of events and supporting them in liaising with venues and hosts;
• Designing and issuing invitations for events and managing RSVPs;
• Note taking and other administrative support to the visit team.
• Ensure an effective and efficient flow of information between the Corporate Services Section and the Political and Expo 2020 Pavilion teams on all visit logistics
• On the ground support to visiting delegations during VIP visits and preparatory recce visits by the VIPs’ teams.
• The above list is not exhaustive and may be subject to change. The jobholder will be required to be flexible and to take on other tasks as required.
• Collaborating and Partnering (creating and maintaining positive, professional, and trusting working relationships with a wide range of people within and outside the organisation to help get business done)
• Making Effective Decisions (being objective; using sound judgement, evidence, and knowledge to provide accurate, expert and professional advice and evaluating options before arriving at well-reasoned justifiable decisions)
• Delivering at Pace (Focusing on delivering in a timely manner and taking responsibility and accountability for quality outcomes)
• Leading and Communicating (Communicating with clarity, conviction, and enthusiasm, and managing and engaging with people with honesty and integrity, upholding the reputation of the organisation).

Requirements

Requirements:

• At least two (2) years’ experience working in an office support or executive assistant role and/or direct experience in delivering VIP visits.
• Excellent customer service skills, with a key focus on communication (both written and oral) in English. Able to express ideas and messages clearly and concisely.
• Strong organisational and analytical skills.
• Ability to organise and prioritise workload, organise records, and meet deadlines and changing priorities whilst maintaining close attention to detail and without compromising the quality of the work.
• Team player, with proven ability in collaborating and supporting others to deliver results whilst also capable of working on own initiative and adapting to changing priorities.
• Demonstrates courtesy and consideration in dealing with all stakeholders.
• Able to show discretion in handling sensitive matters, with the trust of all involved.
• High degree of proficiency in Microsoft Office applications including Outlook, Word, Excel, PowerPoint and Teams).
• Holds a degree level qualification or equivalent workplace experience.
• Previous relevant experience working with government or in an embassy/foreign diplomatic mission or an international organisation, and/or in the delivery of Corporate Services, would be an advantage, as would knowledge of written and spoken Arabic.

About the Company

Service

Our aim is to provide our clients and candidates with a consistent, quality service that goes beyond the norm, giving them peace of mind and complete trust in our ability to meet their needs.

Knowledge

Big Fish consultants specialise in their fields and have extensive experience in the region and beyond. We take pride in our knowledge and network and believe that our relationships are built on trust and integrity and are made for the long term.

Care

At Big Fish, as well as caring for the people we work with, we also care about the world and environment we live in, that's why Big Fish support initiatives that promote human welfare, environmental protection and sustainability.