Personal Assistant & Facilities Coordinator

Richemont owns some of the world’s leading luxury goods Maisons, with particular strengths in jewellery, fine watches and premium accessories. Each Maison represents a proud tradition of style, quality and craftsmanship and Richemont seeks to preserve the heritage and identity of each of its Maisons. At the same time, we are committed to innovation and designing new products which are in keeping with our Maisons’ values, through a process of continuous creativity.

MAIN PURPOSE

The Personal Assistant and Facilities Coordinator will provide administrative support to the COO to help him make the best use of his time by dealing with secretarial and administrative tasks. Will also ne responsible for both strategic planning and day-to-day operations in relation to the office and premises.

RESPONSIBILITIES

1. Support to COO

• Manage the calendar and independently schedule appointments
• Manage emails of COO when required
• Screen incoming calls and correspondence and respond, independently, when possible
• Prepare reports and verbal or written correspondence on behalf of the COO
• Acts as custodian of corporate documents and records
• Take dictation; compose and prepare confidential correspondence, reports, and other documents
• Create and maintain filing systems
• Organize and coordinate business trips for COO and prepare their expense reports
• Manage special projects at the direction of COO
• Support with personal administration
• Prepare and send couriers and other necessary mails, etc.

1. People

• Prepare internal communication memos and ensure employees are properly accommodated in an office that supports their needs and expectations
• Organize team meetings and team building activities
• Coordinate market visits from Richemont Middle East and Board visits

1. Assets and Technology

• Monitoring and managing the major assets and technologies within the office to ensure maximum return on investment
• Dealing with contractors & follow up on all office projects
• Optimizing space management.
• Overseeing any renovations, refurbishments and building projects
• Helping with office relocations
• Liaise with EHS, HR and IT function heads to ensure relevant information is disseminated

1. Processes

• Setting up and improving processes that facilitate everyday operations i.e Vendors in SAP — from maintenance requests to procurement of general supplies.
• Drafting maintenance reports with ROC
• Managing budgets
• Ensuring that facilities meet compliance standards and government regulations with monthly reports
• Planning for the future by forecasting the facility’s upcoming needs and requirements
• Dealing with emergencies as they arise

   

Skills & Competencies:

Educational Background

University degree preferred or PA Certification

Technical / Work-based Skills or specific knowledge (Must Have)

• Full command of MS Office
• Fluent in English, Arabic is a strong plus (spoken and written)
• Competent writing and communication skills – including the ability to communicate technical information
• Relationship-building
• The ability to prioritize and multi-task
• Time management skills
• Teamwork
• Procurement and negotiation
• Proactive thinking
• Understanding of soft and hard service delivery
• Passionate about delivering consistent excellence
• Agile and ability to adapt efficiently

Experience

3+ years’ experience in PA/EA role