Permanent - Executive Assistant to Managing Director & Office Manager

MAIN PURPOSE

Reporting to the Managing Director of Hermès Middle East, the PA to the Managing Director & Office Manager will provide support on administrative matters to ensure smooth running of the Managing Director's office and will contribute to the efficiency and fluidity of the business, coordinating interactions both internally and externally.

Key Responsibilities

1. Assist the Managing Director

Manage the diary and coordinate appointments

Prepare meetings (files, room reservations, meals, materials)

Book Director travel and expenses

Filing

Entering expense commitment requests, receiving them and, if necessary, checking and pre-validating invoices

Organising trips with clients/friends of the House

2. Office management

Manage the Front Desk functions ensuring both staff & visitors are supported with 5* service experience

Ensure office suppliers list is up to date and reviewed regularly (hotel, catering, post, couriers, chauffeurs etc)

Liaise with Facilities Management to ensure high standard of building maintenance + H&S, Fire & security procedure compliancy

Manage travel agency - online & offline booking tools & training/support staff

Liaison with extra support teams for day-to-day needs (security, waitresses, cleaners)

Regular touch bases with each department and Store Managers to ensure understanding of department calendar & requirements

Project work: such as office moves

3.. Events and team life

Ad hoc or recurring organisation of events for Directors - seminars, key visits, celebrations

Coordinating buying trips to Paris with Retail & Retail Merchandising teams: registering guestlist, group hotel negotiation, team dinners/events

Develop & implement strategy for internal gatherings/togetherness moments

New starter onboarding (offices) - welcome moment, desk preparation & office induction

Internal office communications

PROFILE:

• Proven experience as ExecutiveAssistant (minimum 5 years) in a demanding environment
• Organisational skills, responsiveness, ability to anticipate, attention to detail
• Rigour in the follow-up of files, ability to manage priorities
• Interpersonal skills: confidentiality, discretion, diplomacy, courtesy
• Ability to react to unforeseen circumstances and malfunctions: flexibility and agility
• Autonomy
• Collective spirit
• Sense of customer service
• Leadership to interact with a variety of internal and external stakeholders
• Good knowledge of the Office package (Excel, PowerPoint and Word)
• French speaker is a plus

A creator, artisan and seller of high-quality objects since 1837, Hermès is an independent, family-owned French house that employs nearly 20,000 people worldwide. Driven by its permanent entrepreneurial spirit and consistently high standards, Hermès cultivates the freedom and autonomy of each individual through responsible management. The company perpetuates the transmission of exceptional know-how through strong territorial anchoring that respects people and resources. Sixteen artisanal métiers feed the creativity of the house, whose collections are presented in over 300 stores around the world.