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Office Manager & Executive Assistant
Guerlain
Dubai, UAE
Contract
Mid
Onsite
2 weeks ago
Calendar ManagementTravel CoordinationExpense ReportingOffice ManagementCommunicationMicrosoft Office Suite
Free
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Calendar ManagementTravel CoordinationExpense Reporting
About the Role
Guerlain seeks an Office Manager & Executive Assistant to support the Regional General Manager and oversee office operations in Dubai. The role includes executive calendar management, travel coordination, expense reporting, and office management duties.
Key Skills for This Role
Calendar ManagementTravel CoordinationExpense ReportingOffice ManagementCommunicationMicrosoft Office Suite
Responsibilities
- Manage and maintain complex executive calendar across multiple time zones
- Coordinate internal and external meetings ensuring efficient prioritization
- Organize domestic and international travel arrangements including flights, hotels, visas
- Prepare and submit expense reports and reimbursement claims
- Serve as primary point of contact for Headquarters visitors
- Coordinate Executive Committee meetings, agendas, minutes, and action plans
- Act as liaison between executive and IT teams for technology matters
- Oversee daily office operations ensuring professional and productive environment
- Manage courier and mail services, office supplies, and inventory
- Create and process purchase orders; coordinate supplier onboarding
- Coordinate office maintenance and repairs with building management
- Organize team meetings, town halls, leadership events, and office activities
Requirements
- Bachelor's degree in Business Administration, Management, Hospitality, or related field preferred
- Minimum 5 years of experience in Executive Assistant, Office Management, or similar administrative leadership roles
- Experience supporting senior executives within a multinational or regional organization
- Previous experience coordinating international travel, executive visits, and office operations
- Fluency in English; Arabic considered an advantage
Full Job Posting
Position Purpose
- The Office Manager & Executive Assistant delivers comprehensive administrative, operational, and executive support to the Regional General Manager.
- Oversees efficient day to day management of the office.
- Acts as primary liaison between executive, internal stakeholders, headquarters teams, and external partners.
Executive Support
- Manage and maintain complex executive calendar across multiple time zones.
- Coordinate internal and external meetings ensuring efficient prioritization.
- Act as gatekeeper to General Manager’s schedule.
- Coordinate meeting requests with Executive Assistants across Headquarters, LVMH, Chalhoub Group, etc.
- Organize domestic and international travel arrangements including flights, hotels, visas, and itineraries.
- Prepare and submit expense reports and reimbursement claims.
- Manage health insurance reimbursement processes.
- Serve as primary point of contact for Headquarters visitors; coordinate visits including travel, hotels, meet and greet, and hospitality.
- Support Regional General Manager with daily operational needs.
- Coordinate Executive Committee meetings, leadership offsites, agendas, minutes, and action plans.
- Act as liaison between executive and IT teams for technology matters.
Office Management
- Oversee daily operations of regional office ensuring professional, safe, and productive environment.
- Maintain office policies, procedures, and administrative systems.
- Coordinate office space management and workplace improvements.
- Manage courier and shipping requests; prepare documentation and track deliveries.
- Monitor office supplies and inventory; coordinate procurement.
- Track office and basement stock rooms.
- Create and process purchase orders; coordinate supplier onboarding.
- Follow up on invoices, payments, and procurement activities with Finance.
- Coordinate office maintenance and repairs with building management.
- Manage vendor relationships for office services and maintenance.
- Organize team meetings, town halls, leadership events, celebrations, and office activities.
- Coordinate welcome arrangements for new joiners; collaborate with HR for onboarding.
Qualifications & Experience
- Bachelor's degree in Business Administration, Management, Hospitality, or related field preferred.
- Minimum 5 years of experience in Executive Assistant, Office Management, or similar administrative leadership roles.
- Experience supporting senior executives within a multinational or regional organization.
- Previous experience coordinating international travel, executive visits, and office operations.
- Fluency in English; Arabic considered an advantage.
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