PA to MD IMEA and Office Manager

at  InterContinental Hotels Group

KEY ACCOUNTABILITIES

• Provision of full administrative support including diary management, complex travel & accommodation arrangements, meeting co-ordination, business expense review and submission, and dealing proactively with all telephone calls and written correspondence.
• Booking and arranging travel, transport and accommodation
• Monitor e-mail traffic and respond promptly to time sensitive requests
• Co-ordinate and manage meetings hosted by the MD, IMEA. Includes notification, registration, logistics and follow-up within time parameters
• Assist in managing owner communication, correspondences and translation, contact with owners regarding the most sensitive matters
• Support in requests for hotel bookings for Owners and liaise with hotels to ensure full care is provided.
• Responsible for English/Arabic translation on sensitive/confidential matters, document preparation in Arabic
• Responsible for preparation of EC/Board material
• To work with other functional managers as required to assist in any administrative support– including processing invoices, organizing external meetings as required and any internal communications as needed
• To attend and take notes and minutes at key company meetings, transcribe and communicate to colleagues in a timely manner
• Review and facilitate office supply requisitions to adhere to cost savings for the company
• Liaise with Landlord on maintenance and related matters
• Negotiate with and manage suppliers in the areas of purchases, services, contracts, warranties and repairs
• Co-ordinate with various teams of designers, engineers, construction personnel, furniture dealers and installers, movers, building management and staff for renovation, cubicle reconfiguration and internal office moves.
• Manage reception manning and ensure all meeting rooms and working areas are kept clean and tidy
• Manage support functions such as building maintenance and work requests, inventory, janitorial service, pantry needs, maintaining the overall ambience and professionalism of the office, particularly the reception area
• Co-ordinating internal office seating plan, workstation allocation and moves and renovation projects
• Chair the Office Wellbeing Committee and coordinate and support their initiatives rolled-out for the office.
• Co-ordinating F&B for office events and Owner/Senior stakeholder visits to the office.

KEY SKILLS & EXPERIENCES

Required Skills –

• Excellent written and verbal communication skills (English and Arabic).
• Advanced user of Microsoft Word, PowerPoint, Excel and Outlook.
• Able to exercise complete confidentiality and diplomacy.
• Will be able to work unsupervised, use initiative and be self-motivated, confident and professional
• Ability to deal confidently & professionally with senior management and key stakeholders, such as owners, business partners and global colleagues
• Excellent planning, co-ordination and organisation skills, with the ability to handle multiple assignments and projects, accurately, with high level of detail orientation.
• Excellent time management skills that allow for the multi-tasking of all responsibilities
• Maintain absolute confidentiality in regard to employees, company information and human resource issues Ability to work collaboratively with all levels of the organisation

Experience –

• At least 10 years working experience in office administration
• Experience in working for expatriate in multi-national company

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To provide effective administrative support to the IMEA Managing Director and being first point of contact, deal with correspondence from internal and external clients, including very high profile and high net worth individuals, who own our hotels, and their representatives.
Responsible for managing the Dubai Corporate Office facilities and services to ensure that the office is “visitor ready” at all times.
As Chairperson of the Dubai Office Committee manage the events and social calendar of the office aimed at enhancing colleague engagement and well being.