Chalhoub Group Hiring for Admin & Paralegal Assistant – Family Office Job at Dubai Full Time

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.