Office Manager & Executive Assistant

Office Manager & Executive Assistant Reporting Line The Office Manager & Executive Assistant reports directly to the Regional General Manager and serves as a key business support partner, ensuring the smooth operation of the office while providing high-level executive support. Position Purpose The Office Manager & Executive Assistant is responsible for delivering comprehensive administrative, operational, and executive support to the Regional General Manager while overseeing the efficient day-to-day management of the office. This role acts as the primary liaison between the executive, internal stakeholders, headquarters teams, and external partners, ensuring seamless coordination, effective communication, and exceptional office operations. Key Responsibilities Executive Support 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 Management 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. 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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.