Office Management, incl. PRO management, vendor management, supply management, invoice management, etc., ensuring that our offices in the UAE run smoothly

• Support in coordinating the Head of Partnerships’ complex calendars using judgment to prioritize meetings and committing their time based on an in-depth understanding of their priorities and needs
• Collect and prepare data/information for use in discussions with the team and other external meetings
• Organization and preparation of internal and external events that the Head of Partnerships or teams need to participate in
• General administrative tasks such as coordinating business trips, processing travel expenses and taking care of invoices, etc.
• Supporting and/or own special projects.
• Assist the Office Head in developing policies, procedures, and office rules.
• Ensure compliance with terms and specifications for renovation, office insurance requirements, and other tenancy matters, including lease negotiations.
• Ensure the best vendor contracts and terms are negotiated with vendors, suppliers, travel agents, external accountants, corporate banks, and day-to-day suppliers.
• Assist with accounts payable and receivable, bank payments, and the approval process.
• Maintain professional relationships with government and regulatory bodies in the UAE.
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for the supplies.
• Custodian of confidential documents and responsible for management and circulation of the same

Skills

• 8+ years experience working as an Executive/Team Assistant and/or Office Manager
• Experience working with PROs in UAE is a plus
• Previous experience working in a start-up environment, ideally in the UAE
• Arabic language experience is not mandatory but preferred along with excellent communication skills in English (both written and verbal)
• Capable of working independently and as part of the team
• Showcase high level of initiative, flexibility and confidentiality
• Strong attention to detail, time management and persistence
• Prioritize and multi-task efficiently
• Enjoy working in a dynamic, motivated & fast-paced ecosystem
• Proficient knowledge of MS Office (Microsoft Suite, including Word, Excel and PowerPoint)