Executive Assistant

About This Role

Eastdil Secured is the global real estate investment bank that uniquely combines commercial real estate and capital markets expertise. We provide truly independent advice with the mission to drive value for our clients through creative, actionable ideas and flawless execution. Our knowledge-driven team is comprised of remarkable people who are seamlessly connected across all levels and geographies, merging experience, expertise, and resources to deliver the best strategies from around the globe. With a focus on serving our clients, we thrive on collaboration to execute the world’s most dynamic transactions.

At Eastdil Secured, we seek individuals who have the expertise, integrity and dedication needed to drive meaningful impact for our clients. We hire and advance based on merit and actively engage talent with diverse backgrounds and perspectives, fostering a culture of creativity and innovation throughout our company.

This position is a full-time, in-person, role in our Dubai office. An Office Manager and Executive Assistant with Eastdil Secured performs a broad variety of administrative tasks in a fast-paced work environment. This role provides administrative support to multiple transaction professionals as well as back-up support to the broader team. Teamwork is integral to this role and the ability to work well with all levels of internal team members as well as outside clients and vendors is required.

Essential Functions

• Provide administrative support to transaction professionals with complex needs, including travel, itineraries and agendas and meeting calendars
• Works closely with transaction professionals to keep them well informed of upcoming commitments and responsibilities, following up appropriately
• Plan, coordinate, and ensure meetings are scheduled, rescheduled, or prioritized based on business needs
• Completes a broad variety of administrative tasks in addition to managing time and travel, including tracking expenses, completing & submitting expense reports within required deadlines, composing, and preparing correspondence, processing charitable contribution requests, and managing client gifts and entertainment, in accordance with gift and entertainment policies and procedures
• Assist in editing, formatting, and printing presentations and documents using Power Point, Word, Excel and PDF
• Print and bind pitch materials
• Provide occasional back-up support to other EMEA Executive Assistants

Office Management

• Conduct inventory assessment and complete weekly office supply and snack orders
• Maintain basic office equipment, resolving office-related malfunctions and responding to requests or issues
• Assist with food orders, luncheon planning, and planning of other business-related meetings and events as requested
• Manage logistics for in-office new hire onboarding (set up desks, phones, computers, etc.)
• Manage new joiner and leaver process via Eastdil’s DIFC portal
• Ensure office is compliant with Health & Safety regulations

Event Management

• Help with planning and execution process for small local events on behalf of the team and supporting other events as needed (closing dinners, small happy hours, golf outings, etc.)
• Track key milestones, including budget, attendee management, risk management, as well as venue, transportation, and accommodation confirmation
• Proactively submit Gift & Entertainment approvals according to policy
• Act as onsite coordinator day-of to ensure seamless event delivery

Education and Qualifications

• Bachelor’s Degree, preferred
• 5+ years of experience in a corporate environment working with senior-level executives
• Fluent in English language; other languages are a plus

Experience, Skills and Competencies Required

• Very strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Strong interpersonal skills and the ability to build relationships across the broader team and the firm
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to exercise discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Experience coordinating complex calendars & managing expenses for multiple team members
• Tech-savvy and excellent computer skills. Proficient in MS Office (Outlook, Excel, Word, and PowerPoint), Microsoft TEAMS and Zoom.
• Apple device required for remote connectivity
• Concur expense management and travel booking experience a plus

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.