Executive Assistant and Office Manager

The Job

Secretarial

• Organize and prepare for weekly meetings.
• Prepare in advance any documents/materials required for meetings and ensure the CEO has what is required on the day of the meeting.
• Take minutes of meetings, write up minutes and action points.
• Deal with email enquiries and respond accordingly.
• Responsible for all CEO travel, booking of flights, accommodation and preparing itinerary of the same.
• Support HR for any legal request by the CEO related to documents (e.g., NDA and Non-Compete, ICA, Employee contract agreement, letter etc,). and then will align with the legal team. 

Operations

• Ensure all material/equipment for training such as workbooks, pencils and/or any other equipment required is available. Reorder/source equipment when necessary to avoid shortages.
• Responsible for organizing venues/travel/accommodation for training. Ensure all training dates are added to the Group Google calendar.
• Responsible for all travel and accommodation for trainers when training takes place outside of Dubai.
• Coordinate with trainers to ensure they have the necessary travel documents.
• On the day of training prepare certificates of attendance.
• Responsible for updating and maintaining the CRM system ensuring it has all relevant client information.
• Responsible for printing any marketing stuff required for the training.
• Responsible for updating the Dubai inventory. Ensure all training materials such as workbooks, pencils, and calculators, and get the material's exact counts to avoid shortages. 
• Responsible for booking the meeting room for any Balinca public event in Dubai. 

Office management

• Maintain various company records and documents ensuring a proper filing system is set up that is secure and accessible.
• Responsible for all renewals or trade licenses within a timely manner.
• Coordinate with the company accountant to ensure VAT submissions are done every three months.
• Prepare and send out monthly invoices. Ensure all payments to vendors are done in a timely manner via bank transfer.
• Responsible for updating the monthly petty cash, summary accounting reports and invoices, or any related accounts.
• Prepare and process the monthly salary for employees. And also for processing payment for the trainers.
• Coordinate for PRO duties as required such as employee work permit, work permit cancellation, etc. 
• Responsible for monthly utility payments like DU, DEWA, and Zenner I Rise cooling for the Balinca office. 
• Maintain cleaning services at the Balinca office at least once a month or as required. 

Miscellaneous

• Work within all brand guidelines and company SOP’s.
• Translation of Balinca slides/ materials to Arabic when needed.
• Any other duties as and when required by the CEO.

Who we are

An EdTech start-up with an innovative product focused on finance training in a fun simulation setting for professionals.

Values we’re looking for in candidates

Given the start-up nature of the company, we’re looking for:

• High ownership - Someone who follows through & takes initiative to ensure tasks get done (willing to get their hands dirty as the expression says)
• Fast learner - Someone who is open to learn & is not afraid to ask when they don’t know
• Proficiency in written and spoken Arabic and English

What the candidate will receive

• Learn and work with highly experienced individuals locally and internationally
• Be part of a diverse, global team that is working on a hybrid-basis
• Exposure to start-up culture and be a part of the bringing of something new into the world

The Offer

• Compensation is competitive. Will be discussed in the interview.