Admin & Paralegal Assistant - Family Office

Who we are
We are a leading partner for luxury across the Middle East. With more than ‎600
stores, ‎300 brands and over ‎65 years of experience in the region, we have
become a major player in the beauty, fashion and gift sectors, by offering
service excellence to our partners and delighting all our customers. We are
moving fast from a traditional distributor and retailer for luxury in the
Middle East, to a hybrid retailer bringing luxury experiences to the
fingertips of customers everywhere.
To fuel the next stage of our growth we are looking to build a world class
team. From physical retail through to supply chain and customer loyalty, we
aim to use technology and data to continuously improve every aspect of our
operations. We are looking for top talent to join us on this journey of
exploring new horizons together.
What you'll be doing
The Office Administrator is responsible for a wide variety of general
secretarial and administrative duties, Maintenance of accurate and detailed
records, databases, and filing systems. Generate reports, briefing papers and
presentations; prepare, collate and distribute as required. Deal with incoming
and outgoing communication, Organize and schedule meetings and when necessary
take minutes. To oversee and manage all official & legal documents in
professional maturity and high confidentiality due to the exposure of highly
restricted information.
* Handling inter-office communications, confidential mails, quotations, monthly billing, cheques, etc.
* Draft, proofread, edit & finalize documents like (Memorandum, Correspondence, various reports, contracts & lease agreements, Company profile, prequalification documents, project/client/consultants List etc.,)
* Liaise with relevant individuals, departments, external customers and parties such as banks & consultants on the Manager's behalf and ensure smooth and efficient communication flow
* Handle all physical and digital archiving of documents, records, and reports
* Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work
Independently responding to phone calls, urgent requests, managing all
schedules and interacting with Managers, Head of Departments, as & when
required.
* Review all legal documents provided by the banks and other official entities and confirm the eligibility of the terms of the documents or refer to legal department when appropriate.
* Manage & organize the daily administrative functions while focusing on priority issues, chasing responses and triggering follow-up action when required.
* Full awareness of the timelines for all the Professional & Personal matters and ensuring that the Manager/Team are always explained of the upcoming deadlines.
* Follow the instructions of the Manager in terms of managing and maintaining effective office procedures and efficient workflow and initiate new ideas when found appropriate.
* Handles a wide range of highly profiled, sensitive and confidential information requiring a dedicated level of confidentiality.
* Responsible for organizing social events and internal events.
* Assist in planning and organizing visits of selected visitors.
* Prepares a range of reports and executive correspondence for the Manager as per the given deadlines.
* Initiates appropriate actions with the Manager for the incoming correspondence & calls by determining priorities, forwarding to proper departments for action, or composing correspondence in response.
* Ensure policies & procedures are closely followed & standards of quality related to the office administration are constantly monitored and adhered to.
* Extend necessary support for the Family office Personal jobs & requirements and performs any other miscellaneous job related to Family Office duties.
What you 'll need to succeed
* Background in Legal
* Perfect English communication + French and/or Arabic
* Able to work with confidential information
* Being a team player
What we can offer you
With us, you will turn your aspirations into reality. We will help shape your
journey through enriching experiences, learning and development opportunities
and exposure to different assignments within your role or through internal
mobility. Our Group offers diverse career paths for those who are
extraordinary, every day.
We recognise the value that you bring, and we strive to provide a competitive
benefits package which includes health care, child education contribution,
remote and flexible working policies as well as exclusive employee discounts.
To view all our perks and benefits, click here.