Office Manager

Since its inception in 2000, our client has emerged as a prominent and fast-growing retail group serving markets across the Middle East. The organization partners with world-class fashion and lifestyle brands, delivering globally inspired products and experiences to discerning consumers throughout the GCC. Guided by a vision to become a leading regional gateway for international retailers, the company has successfully built a broad portfolio across diverse consumer categories. Its collaborative approach with global brand partners, combined with extensive market expertise and a customer-first mindset, has enabled sustained growth and ongoing expansion across the region. Today, our client remains well-positioned to capitalize on emerging opportunities within the dynamic Middle Eastern retail market.

Responsibilities:

• Perform a wide range of administrative tasks to support senior management in leading the organization effectively. This includes assisting with special projects, creating complex documents, reports, and presentations, gathering and preparing information for meetings with staff and external parties, drafting correspondence, maintaining contact lists, arranging travel, and processing expense reports.
• Organize and manage all logistics for executive meetings and events, including scheduling meetings, drafting agendas, preparing and distributing presentation materials, and taking minutes. Ensure compliance with relevant rules and regulations for these meetings and events.
• Prioritize inquiries and requests, addressing conflicts as they arise, and making informed decisions to ensure smooth daily operations.
• Act as the primary contact for internal and external stakeholders regarding senior management matters, including those of a sensitive or critical nature. Assess and determine the best course of action or response, reflecting the style of senior management and organizational policies.
• Collaborate closely with senior management to keep them informed of upcoming commitments and responsibilities, following up as necessary. Anticipate their needs ahead of meetings, conferences, and other engagements.
• Serve as a “gatekeeper” and “gateway,” facilitating smooth communication between senior management and staff while fostering credibility, trust, and support within the Executive Team.
• Oversee all aspects of the organization’s office services. Evaluate and help develop office policies and procedures to improve workflow and anticipate future needs as the organization grows. Assist in vendor selection and procurement of necessary equipment, services, and supplies.
• Restock office materials, including snacks, printer supplies, paper, and general office supplies.
• Provide event management support as needed.
• Extend hospitality to all guests, contributing to a welcoming atmosphere.
• Focus on building and maintaining strong relationships with both internal and external stakeholders.
• Manage the office supplies inventory by monitoring stock levels, anticipating needs, assessing new products, placing and expediting orders, and verifying the receipt of supplies.

Requirements:

• A graduate qualification.
• Strong administrative and organisational capabilities.
• Excellent planning and coordination skills.
• Sound decision-making and problem-solving abilities.
• Strong written and verbal communication skills.
• Excellent interpersonal skills with the ability to build effective relationships across all levels.
• A proactive approach with the ability to anticipate needs and work independently.