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Dubai, UAE

Executive Assistant & Office Manager

It is an exciting time to join PXGEO as we position our company for growth.

We are looking for an experienced Executive Assistant & Office Manager to join our team in Dubai. The Executive Assistant will provide administrative support to the Executive Team, including support to the Company Secretary on board meeting logistics, alongside taking the role of Office Manager. From an office management perspective, the role holder will be responsible for organizing and coordinating office administration and procedures, to ensure organizational effectiveness and efficiency. This position provides high-level research, editorial support, and administrative support to the management. The position collaborates with the top management and assists with the coordination and preparation of materials for meetings and other events.

About the job

Main Responsibilities:

  • Complete a variety of administrative tasks for the Executive Team and its members to include, but not limited to managing and maintaining an active calendar of appointments, completing expense reports, preparing correspondence, presentations, reports.

  • Ensure security, integrity and confidentiality of all data exposed to or shared with.

  • Coordinate and maintain smooth communication efforts between the Executive Team, internal departments, and senior management.

  • Work closely and effectively with the Executive Team members to keep each well informed of upcoming commitments and responsibilities, following up appropriately.

  • Inform them of any issues that may arise internally and/or externally which could potentially impact the organization.

  • Communicate directly with Board members regarding logistics of meetings and travel requirements.

  • Manage the day-to-day operations of the office.

  • Plan of travel, hotel, visa and other arrangements for Executive team members or others as assigned.

  • Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands for the office.

  • Manages visitors in coordination with EHSQ.

  • Coordinate with IT department on all office equipment.

  • Manage relationships with vendors and service providers as appropriate, ensuring that all items are invoiced and paid on time.

  • Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems.

  • Participate actively in the planning and execution of company events.

  • The individual has the duty to care for their own health and of others affected by their actions at work.

  • Demonstrate the ability to locate all relevant health, safety, environmental and quality procedures at their worksite.

  • Demonstrate the ability to identify different areas in the workplace, the risks associated with each and a basic understanding of the regulations.

  • Fulfill their assigned responsibilities as part of the Emergency Response team in line with the Emergency Response Plan and duty list as required.

Required Competencies:

  • Minimum 5 years’ relevant experience including supporting at a C-Suite level.

  • English is mandatory verbal and written (Excellent Level)

  • Excellent communication skills

  • Ability to work as a team player with a spirit of initiative and achievement orientation.

  • Ability to manage multiple and sometimes conflicting agendas.

  • Flexible attitude to new situations and requirements.

  • Integrity and Trustworthy

  • Helpful, well organized, rigorous.

  • Proficiency in Microsoft Office Suite.

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