Corporate Front Office/Office Coordinator
About the job
We are currently working on behalf of a large investment holding group based in Abu Dhabi and they are looking to hire a Corporate Front office/Office Coordinator to join their team.
Synopsis:
Receptionist is the first point of contact for the company and will provide administrative supportacross the organization. The receptionist will handle the flow of people through the business. Will welcome and greet guest, will be coordinating with all the front desk transactions and activities, including distributing correspondence and redirecting phone calls, messages, will support other members of the team with various day to day administrative tasks including coordinating travel requirements, assisting with billing reports, room and calendar bookings and ad hoc admin tasks. Duties include delivery of high quality service in a timely manner.
Key accountabilities (non-exhaustive):
- Ensure reception area is tidy and presentable and with all necessary stationery materials, form, brochure, envelops, pens, etc.
- Order office supplies including pantry supplies and maintain inventory stocks.
- Maintain emergencies details and information, first aid, etc. in a timely and effective manner.
- Coordinate with any maintenance issues, office equipment’s
- Assist the management from time to time on any clerical requirements.
- Serve visitors by greeting, welcoming, directing and announcing them appropriately.
- Answer, screen and forward any incoming phone calls & emails while providing basic information when needed.
- Provide basic and accurate information in-person and via phone/email.
- Receive and sort daily mail/deliveries/couriers.
- Maintain security by following procedures and controlling access (monitor logbook, issue visitor badges)
- Update appointment calendars and schedule meetings/appointments, coordination of any meeting booked and arranged.
- Ensure that meeting rooms are organize and tidy.
- Ensure meetings rooms are booked accordingly as requested.
- Ensure guests/visitors are put in visitor’s list access.
- Perform any ad hoc administration task assigned that may include transactional administration such as PR, utility bills, magazine, newspapers subscriptions, and etc.
- Perform other clerical receptionist duties such as filing, photocopying, etc. while maintaining the confidentiality and professionalism.
Requirements
- Proven 2-3 years’ experience in administration and reception field with a Bachelor Degree in
- General Administrations/Education & Management. Proficiency with Microsoft Office, hands on experience with office equipment’s (e.g. fax machines and printers).
- Ability to work under pressure.
- Professional attitude and appearance, solid written and verbal communication skills, resourceful and proactive when issues arise with excellent organizational skills, multitasking, time management skills with the ability to prioritize task.
- Commendable customer service, professional
Skills:
- Communication Skills: Strong verbal and written communication skills to interact with clients, employees, and management.
- Organizational Skills: Ability to manage multiple tasks, prioritize work, and maintain an organized workspace.
- Customer Service: Excellent interpersonal skills to provide exceptional service and handle inquiries or complaints effectively.
- Technical Proficiency: Familiarity with office software (e.g., Microsoft Office Suite) and office equipment (e.g., printers, scanners).
- Attention to Detail: Meticulous attention to detail to ensure accuracy in scheduling, documentation, and reporting.
- Problem-Solving Skills: Ability to address issues proactively and find effective solutions in a fast-paced environment.
Personal Assistant to CEO – Arabic Speaker
About the job
Our well-known Hospital client is looking to hire a Personal Assistant / Executive Secretary in Dubai.
As a Personal Assistant to the CEO, you are responsible for providing comprehensive support in a one-on-one working relationship. The role entails organizational and executive support tasks, as well as managing professional and personal scheduling for the CEO. This position requires a high level of confidentiality, excellent organizational skills, and the ability to work well with all levels of the organization.
Other responsibilities would include but are not limited to:
- Manage and maintain the CEO’s calendar, including scheduling meetings, conferences, and travel
- Act as a first point of contact for the CEO screening calls, and correspondence
- Coordinate with internal and external stakeholders for meeting preparations and follow-ups
- Prepare essential documents and presentations for meetings.
- Assist with personal tasks for the CEO such as running errands or individual appointments, as needed.
- Manage administrative tasks, including filing, expense reports, and basic accounting.
- Make travel arrangements and itineraries for both domestic and international trips.
- Take minutes during meetings and provide summaries.
- Conduct research on various topics upon request
- Handle sensitive information with the utmost confidentiality.
- Oversee general office operations and manage office supplies inventory
- Coordinate with IT and other departments for infrastructure and equipment maintenance
- Implement and maintain organized filing systems for both electronic and physical records
- Handle basic bookkeeping tasks and manage expense reports
- Assist in budget preparation and expense management activities.
- Coordinate office team events, meetings, and employee engagement activities
- Assist with other ad hoc projects, research, and tasks as needed
- Handle sensitive and confidential information with utmost discretion.
Requirements
To be considered in this role, you need to meet the following criteria:
- Bachelor’s degree or equivalent experience in Business Administration or a related field
- Minimum of 8 to 10 years of experience in personal assistant or executive secretary roles, preferably with experience to top-notch – CEO’s and high-level profiles.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
- Strong verbal and written communication abilities
- Exceptional attention to detail.
- Should be fluent in writing and speaking – Arabic and English.
- Someone with experience in Hospitals or Academics will do.
Skills:
- Communication Skills: Excellent verbal and written communication skills in both Arabic and English to facilitate clear interactions.
- Organizational Skills: Strong ability to manage schedules, prioritize tasks, and maintain an organized workflow.
- Discretion and Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality.
- Time Management: Effective time management skills to ensure deadlines are met and schedules are optimized.
- Problem-Solving Skills: Quick thinking and resourcefulness in addressing issues and finding solutions.
- Interpersonal Skills: Strong interpersonal skills to build relationships with stakeholders at all levels.
- Technical Proficiency: Familiarity with office software (e.g., Microsoft Office, project management tools) and communication platforms.
- Attention to Detail: Meticulous attention to detail to ensure accuracy in documentation and correspondence.
- Flexibility and Adaptability: Ability to adapt to changing priorities and a fast-paced environment.
- Cultural Awareness: Understanding of cultural nuances and practices in both Arabic and international contexts.
