Assistant Office Manager – Commercial

Job Overview

We seek a dedicated Assistant Office Manager – Commercial to provide high-level executive administration and coordination within a dynamic commercial environment. This role involves managing schedules, facilitating communication with stakeholders, supporting senior management, and handling financial and procurement processes with utmost professionalism. The position is contractual, initially for 15 months, with the possibility of renewal, reporting directly to the Commercial Office Manager.

Key Duties

• Deliver full administrative assistance to the Commercial Office Manager, Chief Commercial Officer, and the commercial leadership team.
• Oversee calendar organization, arrange meetings, manage correspondence, prepare presentations, and ensure document accuracy and control.
• Coordinate communications both internally and with external parties, maintaining comprehensive and precise record keeping.
• Support procurement efforts and financial operations, including managing purchase requests, purchase orders, invoice follow-ups, and budget tracking.
• Assist in financial reporting and forecasting by monitoring commitments and expected expenditures.
• Arrange travel logistics for domestic and international trips, including flights, accommodations, transportation, visas, and related documents.
• Serve as the central contact for internal service requests and external stakeholder engagements, ensuring prompt and effective resolution.
• Provide administrative backup to the Office Manager to uphold business continuity during absences.
• Manage shared inboxes, action trackers, meeting minutes, and ensure follow-up on action items.
• Maintain secure and discreet handling of confidential information while fostering effective communication throughout the leadership team.

Qualifications and Experience

• Diploma or bachelor's degree in Business Administration or a related field.
• Between 4 to 7 years of professional experience, with a minimum of 3 years specifically in executive support or office administration.
• Prior experience in sectors such as aviation, airports, retail, hospitality, real estate, or other large, complex organizations is advantageous.
• Proven expertise in managing executive calendars, coordinating meetings, handling stakeholder communications, controlling documents, and supporting procurement operations.
• Proficiency with Microsoft 365 suite, especially Outlook, Teams, SharePoint, Excel, and PowerPoint.
• Intermediate capability in Excel for managing trackers, reconciliations, and dashboards.
• Understanding of procurement and finance procedures, including purchase requisitions, purchase orders, and invoice processing.
• Excellent organizational, communication, and prioritization skills combined with strong problem-solving ability.
• Capacity to manage stressful situations, juggle competing tasks, and maintain confidentiality.

Additional Information

The ideal candidate should be available to join immediately or within 30 days of offer acceptance. This role requires legal eligibility to work within the United Arab Emirates. Interested candidates are encouraged to submit their resumes including contact information. Following application review within seven working days, qualified candidates will be contacted for further discussion by a recruitment consultant.