Position Title: Office Manager
Reports to: CEO/CFO
Location: Riyadh or Dubai
2. JOB PURPOSE
- Organize meetings and committees, manage the schedules and business trips of CEO and Excom of the company, manage the organization of external and internal VIP visits, contribute to the image of the company by assisting the communication team on external events and forums, follow and manage ESG subjects and support all department of the company when needed.
- Organize and supervise all of the day-to-day organization and logistical activities that facilitates the smooth running of the whole Dalkia Middle East team in Dubai (travel arrangements, office supplies, visitors welcome, newcomer day, paralegal tasks, etc.)
3. KEY ACCOUNTABILITIES
Description Responsibilities / Performance Measures
Business trips - Travel arrangements of all business trips o For CEO and Excom: with initiative and optimization (time and cost) o Rest of Dalkia team: upon individual request with optimization (time and cost)
- Complete travel requirements (visa, COVID test…)
- Planning supervision of the drivers
Planning - Manage the yearly calendar of all the committees + minutes of meetings
- Ensure no double commitment on CEO and
ExCom calendars
- Schedules of CEO and Excom optimized, realistic, well maintained and clean (with informative title, location duly mentioned, necessary documents attached and printed if needed…)
- Meeting rooms planning and visitors welcome
- Flex’office plannings
Office management - Ordering through the procurement team office supplies and equipment and maintaining proper stock levels (business cards, goodies, paper…)
D a l k
JOB DESCRIPTION – Office Manager
- Day-to-day administrative requests from the team
- Management of expense claims for management
- Follow-up of documents signature
- Documentation management to set up and maintain
- In charge of all topics related to the office
Paralegal/corporate - Monitor “gifts & invitation” procedure and responsible for maintaining the register up-to-date
- Carry-out simplified straight-forward compliance checks in support of the legal team
- Circulate all procedures developed by the group
(governance, ethics, ERS, health and safety policies, HR, commercial…)
- Manage and follow ESG / CSR and insurance including with Dalkia headquarter
Communication - Support to Communication team for events and forums organization
- Management of VIP visits (external & internal) ➔ meetings, transportation, bookings, travel requirements…
- Supervision and organization of the “welcome day” for newcomers
- Short translation works in English, French, Arabic
Others - Support all other departments when needed
- welcome newcomers
- Possibility of traveling in the GCC countries as well as out GCC countries
5. SKILLS & QUALITIES REQUIRED
- Driving license
- French, English and Arabic speaker and writer
- Good knowledge of basic IT environment: Microsoft software’s mainly
- Good presentation
- Capability to develop a network with the other executive assistants within our partners and important clients/authorities.
- Flexibility/availability/Capability to handle several tasks and topics in parallel.
- Sense of confidentiality
- Resistance to stressful situations
