Assistant to the Executive Director The Middle East Facilities Management Association (MEFMA)

Posted 50 min ago

Experience

3 - 8 Years

Monthly Salary

AED 1 - 5,000 ($1 - $1,351)

Job Location

Dubai - United Arab Emirates (UAE)

Education

Bachelors(Bachelors)

Nationality

Any Nationality

Gender

Female

Vacancy

1 Vacancy

Job Description

Roles & Responsibilities

  • Provide comprehensive support to the Executive Director and Board Members
  • Manage schedules, meetings, communications, documents, and administrative priorities while maintaining strict confidentiality
  • Proactively anticipate needs and help optimize the Executive Director’s time, focus, and effectiveness
  • Coordinate and maintain calendars, ensuring efficient scheduling and prioritization
  • Prepare reports and presentations when required
  • Provide flexible support in other capacities beyond job requirements
  • Provide comprehensive administrative support to the team in any required matters
  • Handle and respond to all MEFMA correspondence across the association’s communication channels
  • Organize meetings, prepare agendas, record accurate minutes, and ensure timely circulation while following up on action items
  • Arrange travel, accommodation, and logistics for team members and leadership when required
  • Maintain office records and files in both electronic and physical formats
  • Oversee the smooth day-to-day office operations to ensure an efficient working environment
  • Handle any IT-related matters
  • Ensure compliance with MEFMA’s policies and procedures by the team
  • Manage employee records, contracts, work permits, insurance, leave tracking, and other HR administrative requirements
  • Manage the onboarding process for new employees and interns, ensuring their smooth integration into MEFMA
  • Oversee the end-of-employment process, including exit documentation, asset recovery, system access deactivation, final settlements coordination, and knowledge handover to ensure a smooth and compliant transition
  • Assist in recruitment activities including job posting, scheduling interviews, coordinating with candidates, and preparing documentation
  • Assist in organizing training sessions and professional development initiatives for the team
  • Support initiatives that enhance employee engagement, wellbeing, and workplace culture
  • Perform other duties as required and assigned by the Executive Director and the Growth Manager

Desired Candidate Profile

  • Solid understanding of HR processes and familiarity with UAE labor practices
  • Fluent in English (written and verbal); proficiency in Arabic is an advantage
  • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook)
  • Fast and accurate typing skills with the ability to efficiently manage and maintain databases
  • Exceptional organizational skills with the ability to manage multiple priorities and meet deadlines
  • High level of professionalism and strict discretion when handling confidential information
  • Strong communication skills (written and verbal) and high attention to detail
  • Problem-solving mindset with the ability to work independently and take initiative
  • Strong coordination skills with the ability to manage meetings, logistics, and cross-functional requirements
  • Adaptability and flexibility in a fast-paced environment

Employment Type

    Full Time

Company Industry

Department / Functional Area

Keywords

  • Executive Assistant
  • Executive Support
  • Administrative Support
  • HR Processes
  • UAE Labor Practices
  • Microsoft Office Suite
  • Word
  • Excel
  • PowerPoint
  • Outlook
  • Typing Skills
  • Scheduling
  • Meeting Coordination
  • Travel Arrangements
  • Records Keeping
  • Compliance Oversight

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The Middle East Facilities Management Association (MEFMA)

MEFMA Overview The Middle East Facilities Management Association (MEFMA) is a non-profit, professional regional association headquartered in Dubai. It is dedicated to developing the Facility Management (FM) industry across the Middle East. MEFMA supports the sector through a wide range of activities, including: • Organizing FM events and conferences • Building and delivering professional FM training courses and exams • Publishing industry reports and thought leadership content • Operating as a membership-based association for FM professionals and entities MEFMA serves Middle East countries and works daily with a diverse group of stakeholders across the region. Despite its broad regional reach, MEFMA operates with a small team of 9 highly capable professionals, each playing a critical role in delivering impact efficiently and at high standards.

Read More

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