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MAIN PURPOSE OF JOB:
The Executive Assistant / Office Manager will be responsible for the administrative and organisational management of the office.
The Executive Assistant / Office Manager will be responsible for the general administration of the office operations of Rapid Access in Dubai.
The Executive Assistant will be required to provide confidential, professional high level administrative support to the Managing Director as well as ensuring that sufficient administrative support is provided to the Rapid Access office in Dubai.
The role holder will also provide additional administrative support to the Heads of Department across the GCC region when necessary.
Support to the Managing Director
Assist the Managing Director with his daily schedule and duties, to include managing his calendar, commitments, and travel arrangements (e.g. planning itineraries, developing agendas and meeting materials and reporting expenses)
Arrange meetings and conference calls – including coordinating all meeting logistics, developing agendas, presentations and meeting materials, transcribing, and distributing notes and minutes of meetings
Manage incoming email, post, expenses, purchase orders and telephone calls for the Managing Director as required
Coordinate and consolidate information and date for board reports
Create, manage and provide analysis for various reports
Support the organisation of key events and high profile meetings
Conduct research and collate data and information for strategic level meetings
Support prompt thorough follow up of meetings the Managing Director has attended
Provide general administrative support to the Rapid Access Dubai office
Maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep
Manage the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed
Plan space allocations, layouts, floor moves and arranging for and supervising building maintenance