Executive Office Manager

Job Title: Executive Office Manager

Department: Executive Office

Reports to: CEO

Direct reports: Office administrator

Location: Dubai, Head office

Duties and Responsibilities

Support CEO

  • Serve as key liaison between CEO and key internal and external partners, clients, institutions and other stakeholders, providing excellent customer service.

  • Responsible for meticulous calendar management, including planning meetings, coordinating recurring check-ins and communicating with multiple parties to schedule events and meetings (CEO Committee meeting, GHA Board meeting etc).

  • Provide high level operational and administrative support to CEO as needed

  • Manage internal communication and prioritization, including organizing and filtering email and messaging, flagging and managing action items and tasks, and holding key players accountable to priorities.

  • Write and edit internal and external communications.

  • Provide CEO with appropriate preparation before meetings and check-ins, including creating agendas, providing reminders about content and action items and tracking follow-up items.

  • Complete invoicing, expense reports, reimbursements and travel arrangements for individuals and groups.

  • Conduct research and draft memos for CEO when and where required.

  • Manage CEO’s social media platforms with PR Consultant (LinkedIn).

Serve as Liaison to Board of Directors for GHA and UHC Board

  • Oversee board and committee meeting calendars.

  • Organize all logistics for board and committee meetings.

  • Maintain and distribute board related documents, e.g. meeting agendas & programmes, minutes etc.

  • Manage communications to board members regarding meetings & events,etc.

  • Manage booking of meetings and all related logistics

  • Record minutes during meetings and distribute to board post-meeting.

  • Updating of Shareholder documentation as and when required

HR support

  • Providing administration service to the HR function, supporting each area of the team with administration support, in line with business requirements

  • Being a competent user of all internal systems, to include Bonusly, Oracle NetSuite and others

  • Updating and maintaining internal systems, records and reports with accurate people data

  • Processing new starters, including preparing offer documentation and updating relevant databases

  • Processing leavers, including preparing relevant documentation and updating systems accordingly

  • Updating personal employee records, by saving relevant documentation or updating attached systems

  • Setting up induction training for new starters across GHA, as required

  • Organising appropriate interview schedules as requested

Additional Information

Education, Qualifications and Requirements

Knowledge and Skills

  • Proficient with Microsoft Office, including Word, Excel, Powerpoint; Google Suite including Gmail, Drive, Docs, Sheets & Forms

  • Comfortable learning new technical/computer skills as they arise

  • Strong writing, proofreading and verbal communication skills

  • Excellent time management skills

  • A minimum one year of administrative experience

  • Equivalent to graduation from a three-year college or university. Additional professional or administrative experience may be substituted for the education on a year-for-year basis.

  • Enthusiasm for delivering exceptional customer care

  • Proven track record of excellent follow-through and accountability

  • Outstanding organizational skills and meticulous attention to detail

  • Ability to prioritize tasks and execute multiple projects simultaneously

  • Ability to work independently

  • Flexible and able to meet changing work needs and demands

  • Prior administrative experience required

  • Positive, can-do attitude