Office Manager & Executive Assistant

Role overview

This position supports the Regional General Manager directly and is central to keeping the office running efficiently. It combines senior executive assistance with day-to-day office administration, acting as a bridge between leadership, internal teams, headquarters, and external partners.

Executive support

• Manage a demanding calendar across several time zones, balancing business and personal priorities with careful scheduling.
• Arrange internal and external meetings, while protecting the General Manager’s time and ensuring the most important items are prioritized.
• Coordinate meeting bookings and timing with executive assistants at Headquarters, LVMH, Chalhoub Group, and other stakeholders.
• Plan domestic and international travel, including flights, accommodation, transport, visas, and full itineraries.
• Prepare and submit expense claims and reimbursements promptly.
• Handle health insurance reimbursement submissions by collecting, uploading, and tracking all required documents on the relevant insurance portals.
• Support Headquarters visitors coming to the region by arranging travel, hotel stays, airport استقبال, transportation, meeting schedules, and hospitality.
• Prepare welcome gifts and help create a smooth visitor experience.
• Assist the Regional General Manager with daily operational needs such as meeting preparation, hospitality, and general administrative support.
• Organize COMEX meetings, leadership offsites, agendas, minutes, action plans, and follow-up on deliverables.
• Track outstanding actions from leadership meetings to ensure timely completion.
• Serve as the main point of contact with IT for executive devices, access, laptops, software, mobile equipment, and technical support issues.

Office management

• Oversee the regional office’s daily functioning so it remains professional, safe, and productive.
• Maintain administrative processes, office procedures, and workplace systems that support efficiency.
• Coordinate office space planning and workplace improvements.
• Manage courier and shipping requests, including documentation, collections, delivery tracking, and records.
• Monitor office supplies and stock levels, identify reorder needs, and arrange procurement of consumables and materials.
• Maintain control over office and basement stock rooms, including access and inventory tracking.
• Raise and process purchase orders through approved systems and suppliers.
• Support supplier onboarding and creation of vendor profiles.
• Follow up on invoices, payments, and procurement matters with Finance and suppliers, while staying aligned with company policies.
• Coordinate maintenance and repair work with building management and external service providers.
• Ensure facilities remain fully operational and consistent with company standards.
• Manage relationships with service and maintenance vendors.
• Plan team meetings, town halls, leadership events, celebrations, and office activities.
• Handle event logistics such as venues, catering, and internal communications.
• Support employee engagement efforts and help build a positive workplace culture.
• Arrange onboarding support for new joiners, including welcome gifts, workspace preparation, and onboarding logistics.
• Work with HR and other teams to ensure a smooth start for new employees.

What the role requires

• Strong organizational and planning ability.
• Comfort handling several priorities in a fast-moving environment.
• Excellent communication and stakeholder coordination skills.
• High discretion, professionalism, and respect for confidentiality.
• Strong attention to detail and practical problem-solving skills.
• Ability to work independently while collaborating effectively across teams.
• Advanced command of Microsoft Office and collaboration tools.
• Hands-on experience with expense processes, procurement tasks, and administrative systems.
• Capability to stay composed and effective under pressure.

Qualifications and experience

• A bachelor’s degree in Business Administration, Management, Hospitality, or a related discipline is preferred.
• At least 5 years of experience in executive assistance, office management, or a comparable senior administrative role.
• Prior experience supporting senior leaders in a multinational or regional environment.
• Background in coordinating international travel, executive visits, and office operations.
• English fluency is required; Arabic is an advantage.

Additional information

This is a temporary, onsite position based in Dubai, United Arab Emirates. The role requires a high level of coordination across leadership, operations, IT, finance, suppliers, and external visitors. No salary or stipend details were provided. No vacancy count, start date, or duration was specified.