Position Title: Executives assistant/Office Manager Reports to: CEO/CFO 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.) 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\xe2\x80\xa6) -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\xe2\x80\xa6) -Meeting rooms planning and visitors welcome -Flex\xe2\x80\x99office plannings Office management - Ordering through the procurement team office supplies and equipment and maintaining proper stock levels (business cards, goodies, paper\xe2\x80\xa6) -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 \xe2\x80\x9cgifts & invitation\xe2\x80\x9d 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\xe2\x80\xa6) -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) \xe2\x9e\x94 meetings, transportation, bookings, travel requirements\xe2\x80\xa6 -Supervision and organization of the \xe2\x80\x9cwelcome day\xe2\x80\x9d 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 SKILLS & QUALITIES REQUIRED -Driving license - Fluent English speaker , French & Arabic is an advantage -Good knowledge of basic IT environment: Microsoft softwares 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 Job Type: Full-time Salary: AED0.50 per month Ability to commute/relocate:

• Dubai: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• We are looking for a candidates with minimum 3-5 years experience in UAE as Office Manager , If not please don\'t apply.

Education:

• Bachelor\'s (Preferred)

Experience:

• Office Management: 5 years (Required)

Language:

• French (Preferred)
• Arabic (Preferred)
• French & Arabic (Required)

Willingness to travel:

• 25% (Preferred)

Application Deadline: 24/03/2024