Office Assistant

My client is an American multinational food manufacturing company headquartered in United States. 

Job Profile:

• The Office Assistant position will provide reception, clerical, and administrative support for the office in Dubai. 
• Responsibilities include scheduling meetings, assembling/distributing agenda and meeting materials, creating/updating spreadsheets, scanning, copying, filing, shredding, answering phones, delivery of documents, managing/scheduling the office conference room and special projects as requested. 
• In addition, this position will help with fiscal duties such as data tracking and purchasing as well as related financial responsibilities. 
• This position will also support with the scheduling needs of a few members of the Business Unit Leadership Team

Responsibilities:

• Organize complex international travel arrangements including all visas and itineraries. 
• Booking accommodation, meeting rooms.
• Organize timely itineraries for any overseas visitors by booking appropriate meeting facilities/hotel accommodation/ground transport/events/dinners.
• Processing all expenses for the Leadership Team members under the scope.
• Maintain tight control and provide visibility to management over the office overheads in order to prevent big and unnecessary expenses.
• Providing support for office events, townhall meetings and various activities to contribute to a vibrant office culture,
• Primary role involves the management of the reception area, serving as the initial point of contact for visitors, clients, and employees, consistently presenting a welcoming and professional image for the organization.
• Responsible for tasks related to meeting room booking, visitor parking arrangements, and coordination of access cards with the building management.
• Assisting Leadership team members in the scheduling of appointments, arranging meetings and facilitating conference calls as part of daily responsibilities.
• Responsible for the procurement, organization, and maintenance of office supplies and equipment to ensure smooth operations.
• Overseeing the office cleaning staff and maintaining a clean and secure office environment to promote safety and productivity.
• Taking charge of courier arrangements and efficiently managing the receipt, sorting, and distribution of mail and packages.

Requirements:

• 2-5 years’ experience in a similar role with relevant experience
• Positive, open minded, willing to help & support
• Ability to liaise & build working relationships with key groups within different departments
• Support & promote a positive, energizing, optimistic, & fun environment
• Ability to balance priorities and work on multiple tasks, getting work done in an effective& efficient manner
• Operational oriented & have a “can-do” attitude & drive to get the job done
• Negotiation skills applied with different vendors
• Ability & preparedness to make decisions, accept responsibility and take the initiative
• Able to access & process information on a range of topics, using appropriate search & analysis techniques explain it to others & apply this knowledge when required