Office Manager & Executive Assistant

Reporting Line

Position Purpose

Calendar & Schedule Management

• Manage and maintain a complex executive calendar across multiple time zones.
• Coordinate internal and external meetings while ensuring efficient prioritization of business and personal commitments.
• Act as gatekeeper to the General Manager’s schedule, ensuring optimal time management and prioritization.
• Coordinate meeting requests and scheduling with Executive Assistants across Headquarters, LVMH, Chalhoub Group, and other key stakeholders.

Travel & Logistics Management

• Organize and coordinate domestic and international travel arrangements, including flights, hotel accommodations, transportation, visas, and travel itineraries.
• Ensure seamless execution of all executive travel plans and provide support for any travel-related requirements.

Expense & Reimbursement Management

• Prepare and submit expense reports and reimbursement claims in a timely manner.
• Manage health insurance reimbursement processes by gathering, submitting, and uploading all required documentation through the relevant insurance platforms.
• Maintain accurate records of expenses and reimbursement activities.

Headquarters & Executive Visits

• Serve as the primary point of contact for Headquarters visitors traveling to the region.
• Coordinate and execute HQ visits, including travel arrangements, hotel bookings, airport meet-and-greet services, transportation, meeting schedules, and hospitality arrangements.
• Organize welcome gifts and ensure an exceptional visitor experience.

Executive & Leadership Team Support

• Support the Regional General Manager with daily operational needs, including meeting preparation, hospitality arrangements, and administrative assistance.
• Coordinate Executive Committee (COMEX) meetings, leadership offsites, agendas, minutes, action plans, and follow-up on key deliverables.
• Track action items and ensure timely completion of commitments arising from leadership meetings.

It Coordination

• Act as the primary liaison between the executive and IT teams for all technology-related matters.
• Coordinate support for laptops, mobile devices, software access, and other executive IT assets.
• Ensure timely resolution of technical issues impacting the executive's productivity.

Office Operations

• Oversee the daily operations of the regional office, ensuring a professional, safe, and productive work environment.
• Maintain office policies, procedures, and administrative systems to support business efficiency.
• Coordinate office space management and workplace improvements.

Courier & Mail Management

• Manage all courier and shipping requests for the office.
• Prepare shipment documentation, arrange collections, track deliveries, and maintain shipping records.

Supplies & Inventory Management

• Monitor office supplies and inventory levels.
• Identify replenishment needs and coordinate procurement of office materials and consumables.
• Ensure continuous availability of essential office supplies.
• Tracking of office and basement stock rooms (controls, access, and tracking)

Finance & Procurement Support

• Create and process purchase orders (POs) through approved systems and suppliers.
• Coordinate supplier onboarding and creation of new vendor profiles.
• Follow up on invoices, payments, and procurement-related activities with Finance and suppliers.
• Ensure compliance with company procurement and finance policies.

Facilities & Maintenance Management

• Coordinate office maintenance and repairs with building management and service providers.
• Ensure office facilities remain fully operational and aligned with company standards.
• Manage vendor relationships related to office services and maintenance.

Employee Experience & Events

• Organize team meetings, town halls, leadership events, celebrations, and office activities.
• Coordinate logistics, venues, catering, and communications for internal events.
• Support employee engagement initiatives and contribute to fostering a positive workplace culture.

Onboarding Support

• Coordinate welcome arrangements for new joiners, including welcome gifts, workspace readiness, and onboarding logistics.
• Collaborate with HR and relevant departments to ensure a smooth employee onboarding experience.

Key Competencies

• Exceptional organizational and planning skills.
• Strong ability to manage multiple priorities in a fast-paced environment.
• Excellent communication and stakeholder management skills.
• High level of discretion, confidentiality, and professionalism.
• Strong attention to detail and problem-solving capabilities.
• Ability to work independently while maintaining strong collaboration across teams.
• Advanced proficiency in Microsoft Office Suite and collaboration tools.
• Experience with expense management, procurement, and administrative systems.
• Someone who is able to work under pressure

Qualifications & Experience

• Bachelor's degree in Business Administration, Management, Hospitality, or a related field preferred.
• Minimum 5 years of experience in Executive Assistant, Office Management, or similar administrative leadership roles.
• Experience supporting senior executives within a multinational or regional organization.
• Previous experience coordinating international travel, executive visits, and office operations.
• Fluency in English; Arabic is considered an advantage.