PA / Front of House

Role overview

We are seeking a highly organised and reliable personal assistant, who will also serve as front of house, to support the director and oversee the smooth, day-to-day running of the office. You will be responsible for managing the director’s schedule and communications, assisting with project coordination, and ensuring the office operates efficiently. This includes overseeing studio organisation, liaising with clients and suppliers, and making sure all internal and external communications are clear, timely, and professional.

Job Description:

• Ensuring compliance with statutory and regulatory requirements and for ensuring that decisions of the director are implemented.
• Lodge required forms and annual returns to the accountant.
• Review contractual agreements with suppliers
• Daily workflow, calendar management (accepting and re-scheduling meetings and conference calls), answering phones, taking messages, and overall administrative support for the company.
• Coordinate complex travel arrangements both domestic and international including itineraries, agendas, and visas
• Prepare and process monthly expense reports. Manage incoming bills and statements related to expense report processing.
• Support in administrative planning and coordinating of major meetings in relation to the company director.
• Collects agenda topics as requested for meetings
• Announcements and communications relevant to director and distribution, to appropriate team members.
• Proactively handle any routine matters
• Ad hoc general administrative duties
• Facilitate shipping needs to domestic and international, when necessary
• Support prep for director and team meetings (i.e. Design, Innovation and Strategy)

Qualifications:

• Display professionalism, diplomacy and discretion when handling matters of a confidential nature.
• Capable of handling confidential information.
• Exhibit excellent communication, writing and organisational skills.
• Must be highly organised and detail-oriented, while also being able to grasp the big picture.
• Proactive work style to anticipate potential problems and requirements.
• Capability to take independent action as appropriate using good judgment and discretion.
• Strong computer skills are essential. Expertise on Google workspace, Outlook and the MS-Office product suite is a necessity, including Word, Excel and PowerPoint.
• CRM tools knowledge would be preferred; such as (Hubspot, Monday and Trello).
• A high degree of professionalism and a commitment to excellence are required.
• A team-oriented individual who works effectively at all levels, and remains calm under pressure, thereby being a role model for others.
• Good at follow-up and follow-through.
• Comfortable dealing with all levels of employees and external contacts.
• Capable of handling heavy work volume

Job Type: Full-time

Pay: From AED5,000.00 per month

Experience:

• PA: 6 years (Preferred)

Language:

• English fluently (Preferred)

License/Certification:

• driving license (Preferred)

Location:

• Dubai (Preferred)