Executive Assistant and Office Manager

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Job Summary

We are seeking a highly organised, proactive and professional Executive Assistant / Office Manager to support the Senior Executive Officer. The successful candidate will provide high-quality executive, administrative and office management support, acting as a trusted first point of contact for internal and external stakeholders. This role requires sound judgement, discretion, strong planning capability and the ability to operate confidently in a fast-paced, client-focused environment while maintaining strict confidentiality

Job Description

Key Responsibilities

• Provide comprehensive diary, meeting, event and travel management support for the Senior Executive Officer and, where required, the broader Dubai team.
• Coordinate meetings, prepare meeting packs, take minutes, track actions and follow up with responsible stakeholders to ensure timely delivery.
• Act as a professional first point of contact, managing calls, visitors, correspondence and stakeholder queries with efficiency and discretion.
• Support office administration, including filing, documentation, stationery, supplies, visitor arrangements, facilities coordination and general operational support.
• Assist with client events, conferences and internal engagements, including venue coordination, logistics, attendee management and related administration.
• Support expense processing, purchase orders, invoice management, vendor follow-up, cost centre reporting and monthly reconciliations in line with internal policies.
• Prepare letters, memoranda, presentations and other business documents to a high standard of accuracy and professionalism.
• Maintain confidentiality, uphold internal procedures and ensure a high level of service to senior stakeholders, colleagues, clients and visitors.

Preferred Experience

• 5–7 years’ experience in an administrative, executive support or office management role, preferably supporting senior executives.
• Experience working in financial services, professional services or a complex corporate environment is advantageous.
• Experience operating in or supporting teams in the United Arab Emirates, with an understanding of local business protocols and stakeholder expectations.
• Proven experience managing complex diaries, travel arrangements, confidential information, meeting logistics and executive-level administration.
• Experience coordinating client events, team engagements, supplier interactions and office operations.
• Arabic and English language capability particularly where the role supports translation, client interaction or local stakeholder engagement.
• Exposure to cross-border, international or Africa-related business environments would be beneficial.

Preferred Knowledge and Skills

• Excellent organisational, planning and prioritisation skills, with the ability to manage multiple deadlines and changing priorities.
• Strong attention to detail, accuracy and quality in all written, administrative and operational outputs.
• Advanced proficiency in Microsoft Office, including Outlook, Word, PowerPoint and Excel.
• Professional communication and interpersonal skills, with the confidence to engage stakeholders at all levels.
• High levels of discretion, confidentiality and sound judgement when handling sensitive information.
• Ability to work independently, use initiative and anticipate the needs of senior leaders and the wider team.
• Strong problem-solving capability and the ability to remain composed under pressure.
• Client-focused mindset, with a commitment to service excellence and building effective working relationships.
• Working knowledge of office administration, travel coordination, expense management, purchase order processes and vendor management.

 

Education

Higher Diplomas: Business, Commerce and Management Studies (Required)