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Executive Assistant
Eastdil Secured
Dubai, UAE
Full Time
Senior
Onsite
2 weeks ago
Calendar ManagementTravel CoordinationExpense ReportingMicrosoft OfficePowerPointExcel
Free
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Calendar ManagementTravel CoordinationExpense Reporting
About the Role
Eastdil Secured seeks an experienced Executive Assistant and Office Manager to provide administrative support to transaction professionals in a fast-paced Dubai office. The role involves complex calendar management, travel coordination, expense reporting, and office management duties.
Key Skills for This Role
Calendar ManagementTravel CoordinationExpense ReportingMicrosoft OfficePowerPointExcel
Responsibilities
- Provide administrative support to transaction professionals including travel, itineraries, agendas, and meeting calendars
- Keep transaction professionals informed of upcoming commitments and responsibilities
- Plan, coordinate, and schedule meetings based on business needs
- Complete administrative tasks including expense tracking, expense reports, correspondence, charitable contributions, and client gifts
- Assist in editing, formatting, and printing presentations using PowerPoint, Word, Excel, and PDF
- Print and bind pitch materials
- Provide occasional back up support to other EMEA Executive Assistants
- Conduct inventory assessment and complete weekly office supply and snack orders
- Maintain basic office equipment and resolve office related malfunctions
- Assist with food orders, luncheon planning, and business related meetings and events
- Manage logistics for in office new hire onboarding
- Manage new joiner and leaver process via DIFC portal
Requirements
- Bachelor's Degree preferred
- 5+ years of experience in a corporate environment working with senior level executives
- Fluent in English
- Very strong organizational skills
- Strong interpersonal skills
- Expert level written and verbal communication skills
- Proactive problem solving approach
- Proficient in MS Office (Outlook, Excel, Word, PowerPoint), Microsoft Teams, and Zoom
- Apple device required for remote connectivity
- Experience coordinating complex calendars and managing expenses for multiple team members
Full Job Posting
Company Overview
- Eastdil Secured is a global real estate investment bank combining commercial real estate and capital markets expertise.
- The role is full time, in person in the Dubai office.
Essential Functions
- Provide administrative support to transaction professionals with complex needs, including travel, itineraries, agendas, and meeting calendars.
- Keep transaction professionals informed of upcoming commitments and responsibilities.
- Plan, coordinate, and ensure meetings are scheduled, rescheduled, or prioritized based on business needs.
- Complete administrative tasks including expense tracking, expense reports, correspondence, charitable contributions, and client gifts.
- Assist in editing, formatting, and printing presentations using PowerPoint, Word, Excel, and PDF.
- Print and bind pitch materials.
- Provide occasional back up support to other EMEA Executive Assistants.
Office Management
- Conduct inventory assessment and complete weekly office supply and snack orders.
- Maintain basic office equipment, resolving office related malfunctions.
- Assist with food orders, luncheon planning, and planning of other business related meetings and events.
- Manage logistics for in office new hire onboarding (set up desks, phones, computers, etc.).
- Manage new joiner and leaver process via Eastdil’s DIFC portal.
- Ensure office is compliant with Health & Safety regulations.
Event Management
- Help with planning and execution of small local events (closing dinners, happy hours, golf outings, etc.).
- Track key milestones including budget, attendee management, risk management, venue, transportation, and accommodation.
- Proactively submit Gift & Entertainment approvals according to policy.
- Act as onsite coordinator day of to ensure seamless event delivery.
Education and Qualifications
- Bachelor’s Degree preferred.
- 5+ years of experience in a corporate environment working with senior level executives.
- Fluent in English; other languages are a plus.
Experience, Skills and Competencies Required
- Very strong organizational skills with attention to detail.
- Strong interpersonal skills and ability to build relationships.
- Expert level written and verbal communication skills.
- Proactive problem solving with strong decision making capability.
- Highly resourceful team player with ability to work independently.
- Ability to exercise discretion and adapt to competing demands.
- Demonstrated ability to achieve high performance goals in a fast paced environment.
- Experience coordinating complex calendars and managing expenses for multiple team members.
- Tech savvy, proficient in MS Office (Outlook, Excel, Word, PowerPoint), Microsoft Teams, and Zoom.
- Apple device required for remote connectivity.
- Concur expense management and travel booking experience a plus.
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