Executive Assistant / Office Manager

Le poste

Join Chaumet, a storied Parisian jeweler within the LVMH Group, radiating from Place Vendôme since 1780. With over 240 years of history, Chaumet blends exceptional craftsmanship with a boldly contemporary vision, placing people and nature at the very heart of its commitments. Beyond its emblematic creations, Chaumet is above all a story of passion and transmission, driven by a daring and creative collective. We celebrate the diversity of talent and encourage every team member to unlock their full potential. #ChaumetBeyondJewelry

This dynamic role at Chaumet Middle East offers an exciting opportunity for a highly motivated professional to develop their skills within a luxury jewelry environment. The Executive Assistant / Office Manager will provide essential high-level administrative support to the General Manager and comprehensive office management to our Dubai back-office teams. This role ensures seamless administrative and operational efficiency, contributing to a positive and productive work environment.

Reports to: General Manager, Middle East
Location: Dubai offices – Dubai Design District, UAE

Les missions

As the Executive Assistant to the General Manager for the Middle East, this individual will provide high-level administrative support, ensuring the efficient operation of the General Manager's office and effective management of their schedule and communications.

Executive Support:

• Manage and maintain the General Manager's calendar, including scheduling appointments, meetings, and conferences, and ensuring timely reminders.
• Coordinate comprehensive travel arrangements for the General Manager, including flights, accommodation, visas, and detailed itineraries.
• Act as a professional gatekeeper and liaison between the General Manager and internal departments, external partners, and high-level stakeholders.
• Handle confidential information with utmost discretion and professionalism.
• Organize and coordinate board meetings, team meetings, and other executive gatherings, including preparing agendas, taking minutes, and distributing materials.
• Manage the General Manager's travel and business expenses, including accurate filing, submission to Finance, and reconciliation.

Office Manager

The Office Manager will be responsible for the efficient and smooth operation of the Dubai back-office, providing comprehensive administrative support and fostering a positive work environment for our teams. This role will work closely with the HR department on employee engagement and wellbeing initiatives.

Office Administration & Operations:

• Oversee the day-to-day administrative functions of the Dubai office, ensuring a well-organized and efficient workspace.
• Work with Chalhoub to manage office supplies inventory, procurement, and vendor relationships (e.g., cleaning services, maintenance, and IT support) to ensure optimal functionality.
• Coordinate logistical and administrative support for new employee onboarding and offboarding processes, in collaboration with relevant departments.
• Ensure compliance with office health, safety, and security procedures.
• Handle incoming and outgoing correspondence, deliveries, and general office communications.
• Maintain organized filing systems for office records and documents.
• Manage office budgets related to supplies, services, and general administrative expenses.

Employee Engagement & Wellbeing (in collaboration with HR):

• Work closely with the HR department to support and implement employee engagement initiatives and programs for the Dubai back-office teams.
• Lead in organizing company events, team-building activities, and social gatherings to promote a cohesive and positive work culture.
• Contribute to fostering an environment that prioritizes employee wellbeing and satisfaction.
• Act as a point of contact for employee inquiries related to general office matters and direct them to the appropriate department (e.g., HR, IT) when necessary.
• Support communication efforts to keep employees informed about office updates, initiatives, and important announcements.

Votre profil

• Bachelor's degree in Business Administration, or a related field. 
• 4-5 years of proven experience as an Executive Assistant supporting senior management, combined with experience in office management or similar administrative leadership role. 
• Exceptional organizational and time management skills, with the ability to manage multiple priorities and deadlines effectively in a fast-paced environment. 
• Strong communication and interpersonal skills, with the ability to interact professionally and effectively with all levels of staff, external stakeholders, and vendors. 
• High level of discretion and confidentiality, particularly when handling sensitive executive and company information. 
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with office management software/systems. 
• Proactive, detail-oriented, and resourceful with a strong sense of ownership and initiative. 
• Ability to work independently and as part of a team in a multicultural environment. 
• Fluency in English is required; Arabic is a strong advantage. 
• Passion for the luxury industry and an understanding of its unique demands. 

 

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