Personal Assistant/ Office Administrator
Mouawad
Date: 1 week ago
City: Dubai
Contract type: Full time
Overview
We are seeking a highly professional and experienced Personal Assistant/Office Administrator to support our executive leadership team. The ideal candidate will have exceptional organizational skills, great command of the English language and excellent MS office Skills. This role demands high discretion, a polished demeanor, and the ability to work seamlessly in a fast-paced, dynamic luxury environment.
Key Responsibilities
Executive Support:
Experience:
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We are seeking a highly professional and experienced Personal Assistant/Office Administrator to support our executive leadership team. The ideal candidate will have exceptional organizational skills, great command of the English language and excellent MS office Skills. This role demands high discretion, a polished demeanor, and the ability to work seamlessly in a fast-paced, dynamic luxury environment.
Key Responsibilities
Executive Support:
- Provide comprehensive administrative support to General Managers and senior executives, including scheduling, correspondence, and travel management
- Prepare detailed itineraries, meeting agendas, and briefing notes for executive-level meetings
- Oversee daily office operations to ensure a seamless work environment, managing facilities, office supplies, and vendor relationships
- Coordinate internal communications and support the implementation of office policies and procedures
- Serve as the primary point of contact for internal and external stakeholders, maintaining a high level of professionalism and confidentiality
- Draft, proofread, and edit correspondence and documents with exceptional attention to detail, ensuring a consistent brand voice
- Manage complex calendars, scheduling meetings, appointments, and events while resolving conflicts in a timely and efficient manner
- Coordinate and schedule appointments, ensuring executives are well-prepared and punctual
- Arrange domestic and international travel logistics, including flight bookings, accommodation, ground transportation, and itineraries, always aligning with the luxury brand’s standards and preferences
- Handle travel expenses, generate reports, and reconcile accounts
- Assist in organizing and executing high-profile events, corporate meetings, and client engagement activities that reflect the luxury brand’s image
- Coordinate with vendors, venues, and service providers to ensure flawless event experiences
- Manage sensitive information and maintain confidentiality at all times
- Exercise sound judgment and discretion in managing executive matters and organizational data
- Support special projects and initiatives as assigned, from research to follow-up on action items
- Collaborate with cross-functional teams ensuring alignment with organizational goals
Experience:
- Minimum of 5 years’ experience as a Personal Assistant to General Managers or senior executives, ideally within a luxury sector
- Proven track record of managing multiple tasks and operating in a high-pressure environment
- Exceptional command of the English language, both spoken and written. ( Arabic is a plus)
- Excellent communication skills, with the ability to engage confidently with C-level executives and high-profile clientele
- Strong multitasking abilities, prioritizing tasks effectively and managing deadlines without compromising quality
- Keen attention to detail with excellent proofreading and editing skills
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and common office management software
- Familiarity with travel booking systems, digital calendar management, and collaboration tools (e.g., Slack, Microsoft Teams)
- Professional demeanor, polished appearance, and high levels of discretion and integrity
- Ability to build relationships and network effectively within and outside the organization
- Understanding of UAE cultural norms and business etiquette within a luxury brand context
- Adaptable, with a global mindset to cater to diverse clientele and stakeholders
- A Bachelor’s degree in Business Administration, Communications, or related field is preferred, though extensive experience may be considered in lieu of formal education
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