21st Century Leaders leverages the support of its celebrity patrons to raise funds through high profile celebrity product design and sales, in addition to event partnerships with other charities worldwide.
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You will report directly to the Client, and your main responsibilities will include:
Preparing the Client’s email and postal correspondence, mostly by live audio-dictation.
Preparing correspondence relating to the Client’s UAE properties, including liaising with Abu Dhabi Municipality (ADM), real estate agents, contractors, suppliers, tenants, and holiday let guests.
Personal assistance to the Client as required alongside other staff members, including coordinating written communications to contractors and suppliers, and organising internal and external meetings.
Assist with the Client’s move to new locations. Assisting with clearance of the Client and
Associated Organisation’s storage facilities.
Providing first class administrative and secretarial support, preparing documents and presentation materials for the Client.
Arranging for the Client to execute contracts and ensuring such contracts are sent to location shoot and holiday let clients.
Ensuring electronic and hard copy filing systems are correctly maintained.
Managing the Client’s diary, liaising with senior people and consultants from different business and charity organisations.
Supporting the team by ensuring resources, marketing materials and other documents are kept up to date.
Maintaining records of product sample stock sent to licensing partners, gifts sent to pro bono lawyers, trustees, and other supporters of the charity, and issuing credit notes and invoices when required.
Coordinating meetings for 21CL team members and updating task lists as required.
Carrying out ad hoc investigative background research in the fields relevant to 21CL.
Ensuring that the Client’s private office and 21st Century Leaders Foundation office is manned between 9am-7pm, every day, shared with other team members, allowing the office to run with two people present each day.
Organising domestic and international travel arrangements including booking flights, tracking air miles and completing visa applications.
Ensuring the phone is answered and messages are handled responsibly when in the office.
Managing office supplies and project expenditure, minimising costs wherever possible.
Ensuring the smooth running of office infrastructure (telecoms, IT hardware and software etc) principally in conjunction with IT support providers.
Sourcing, recruiting, training, and managing other office personnel, including interns, volunteers etc.
Managing daily maintenance of the office space and recycling, including educating yourself on environmental sustainability and adhering to best practice to minimise carbon, water and waste pollution.
Managing the office, including when the Client is travelling.
Assisting with the Client’s move to new locations. Assisting with clearance of the Client and
Associated Organisation’s storage facilities.
Arranging courier deliveries of documents and ensuring packages are tracked.
Working hours: Start times - between 9am to 10:30am, as standard, but sometimes later. End time- 7pm.
Days of work: The office is often open 7 days a week. There are other staff members covering two office positions. A rota is created to ensure that two staff are always in the office each day.
For the avoidance of doubt, as her Personal Assistant, anything which the Client asks you to do (within reason) is part of the job.
Responsibilities (Location Shoot and Holiday Let Manager)
Ensure no disruptive noises or events are likely to occur during the shoot
Negotiate terms of access and draw up a contract with film companies and holiday let clients.
Organise permissions for access, for example with Saadiyat Beach Villas Security.
Schedule crew arrival dates and times and keep everyone informed.
Provide relevant support information to all clients and crew.
Manage the location on the day and resolve practical or people-related problems as they arise.
Supervise location throughout the process, record any damages and invoice claims and fees.
Ensure the final clearing up ('the wrap') runs smoothly.
The candidate needs to show evidence of the following:
Proven typing speed of a minimum of 65wpm.
Native English Speaker, with excellent written English, spelling and grammar.
Excellent organisational, planning and timekeeping skills.
Excellent communication skills, including the ability to work and protect the property with a diverse range of people.
Adaptability, to deal with external factors when organising and protecting the property during the shoot and/or holiday lets.
Excellent administrative skills.
A diplomatic approach to encourage or persuade people as situations demand.
Knowledge of property management and maintenance.
The ability to problem solve and think laterally.
Stamina to cope with working long hours under pressure.
Arabic is preferred, but not required.
Should love dogs, or at least not be allergic or frightened of dogs.
The candidate must be flexible in timings, as their schedule will depend on the location shoots and/or holiday lets, happening during any given month. During location shoots or the check-in for holiday let guests, the clients require services from 6am until 7pm. Therefore, there are two staff allocated for this job position.
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