Executive Assistant
- Dubai, United Arab Emirates
Posted 13 days ago
About the role
Executive Assistant (Part-Time)
Location: Dubai, UAE
Company: Glamourbox Home Service Salon
Employment Type: Part-Time (5 hours per day)
About Glamourbox
Glamourbox is a premium home service beauty company providing high-quality beauty services across Dubai. We are looking for a proactive, highly organized Executive Assistant who will act as the owner's right hand, ensuring the business operates efficiently while coordinating projects, administration, and day-to-day operations.
This is not a traditional administrative role. We are looking for someone who takes ownership, solves problems proactively, follows up relentlessly, and helps move the business forward.
Key ResponsibilitiesExecutive Support
- Manage the Managing Director's calendar and appointments.
- Organize meetings and prepare meeting agendas.
- Manage emails and prioritize important correspondence.
- Arrange travel and personal/business appointments.
- Prepare documents, presentations, and reports.
- Follow up on delegated tasks and ensure deadlines are met.
Operations Support
- Coordinate with the Booking Coordinator and support daily operations when required.
- Ensure technicians have the necessary uniforms, supplies, and equipment.
- Monitor operational workflows and identify areas for improvement.
- Ensure company procedures and SOPs are followed.
- Track operational issues until they are fully resolved.
Human Resources Administration
- Schedule interviews and coordinate recruitment.
- Prepare employment contracts and onboarding documents.
- Coordinate visa, medical, and employee documentation.
- Maintain accurate employee records.
- Monitor leave balances, attendance, probation periods, and contract renewals.
Finance Administration
- Prepare invoices and supporting documents for approval.
- Follow up on outstanding customer payments.
- Organize receipts and business expenses.
- Coordinate with the company's accountant.
- Prepare simple weekly and monthly financial summaries.
Marketing Coordination
- Coordinate content shoots and marketing activities.
- Schedule social media content with the marketing team.
- Coordinate with designers, photographers, and influencers.
- Assist with promotional campaigns and business events.
Supplier & Inventory Coordination
- Order office and salon supplies.
- Obtain and compare supplier quotations.
- Follow up on deliveries.
- Monitor inventory levels and ensure timely replenishment.
Project Coordination
- Website updates
- New service launches
- Marketing campaigns
- Staff accommodation coordination
- Vehicle leasing
- Supplier sourcing
- Business events
- Process improvements
Weekly Responsibilities
Every week, prepare a management summary including:
- Sales summary
- Number of bookings
- Technician utilization
- Customer complaints and feedback
- Google review updates
- Low inventory items
- Staff attendance
- Completed tasks
- Outstanding action items
- Priorities for the coming week
Monthly Responsibilities
- Review and update SOPs.
- Organize team meetings.
- Maintain HR records.
- Prepare KPI and business performance reports.
- Track company expenses.
- Research competitors and industry trends.
- Present at least two process improvement ideas each month.
Requirements
- Previous experience as an Executive Assistant, Personal Assistant, Office Manager, or Operations Coordinator.
- Excellent organizational and time management skills.
- Strong written and verbal English communication skills.
- Proficient in Google Workspace and Microsoft Office.
- Comfortable using AI tools such as ChatGPT to improve productivity, Like Notion.
- Able to manage multiple priorities simultaneously.
- Highly proactive with excellent follow-up skills.
- Professional, trustworthy, and able to maintain confidentiality.
- Experience in the beauty, hospitality, or service industry is an advantage.
Working Hours
- Part-Time
- 5 hours per day
- Tuesday to Sunday. (flexible schedule)
What We're Looking For
We want someone who doesn't wait to be told what to do.
You notice problems before they become issues. You follow up until tasks are completed. You enjoy organizing people, improving processes, and making the owner's life easier so the business can grow.
If you're proactive, resourceful, detail-oriented, and enjoy taking ownership, we'd love to hear from you.
Pay: AED25.00 - AED30.00 per hour
Work Location: Hybrid remote in Dubai (Dubai)