Executive Assistant & Office Manager

Role Purpose

Executive Support

• Provide comprehensive executive support to the CEO.
• Manage a complex and dynamic calendar, ensuring effective prioritization of meetings, commitments, and travel.
• Coordinate internal and external meetings, including preparation of agendas, briefing materials, presentations, and follow-up actions.
• Screen and manage communications on behalf of the CEO, including emails, calls, correspondence, and meeting requests.
• Prepare reports, presentations, board materials, and executive communications.
• Track key priorities, deadlines, and strategic initiatives to ensure timely execution.
• Act as a gatekeeper and liaison between the CEO and internal and external stakeholders.

Office Management

• Oversee the day-to-day operations of the ADGM office.
• Manage Reception and all associated reception duties.
• Coordinate office facilities, supplies, equipment, and vendor relationships.
• Manage relationships with building management, service providers, and external suppliers.
• Ensure the office environment reflects the professionalism and standards expected of a regulated investment management business.
• Support office budgeting and expense tracking.
• Assist with onboarding activities for new employees and visitors.

Board & Governance Support

• Coordinate Board meetings, Investment Committee meetings, and senior management meetings.
• Prepare meeting packs, agendas, minutes, and action logs.
• Maintain governance records and filing systems.
• Assist with the administration of corporate documents and regulatory submissions where required.
• Support interactions with the ADGM Registration Authority and other service providers.

Travel & Event Management

• Manage complex domestic and international travel arrangements for the CEO and senior executives.
• Coordinate visas, accommodations, transportation, itineraries, and meeting schedules.
• Organize investor meetings, conferences, roadshows, and corporate events.
• Ensure seamless logistics for visiting investors, board members, and stakeholders.

Stakeholder Coordination

• Build strong relationships with investors, board members, advisors, government entities, regulators, banks, and professional service providers.
• Act as a professional ambassador for Arada Capital and the CEO.
• Coordinate communications and follow-up actions with key stakeholders.
• Maintain strict confidentiality when handling sensitive business matters.

Administrative & Operational Support

• Establish and maintain efficient office processes, systems, and administrative procedures.
• Maintain filing systems, records management, and document control processes.
• Support procurement, vendor onboarding, invoice processing, and expense management.
• Assist with HR administration, employee records, and office-related policies.
• Support the wider leadership team as the business grows.

Essential

• Minimum 5-10 years' experience supporting C-suite executives, founders, or senior leadership teams.
• Previous experience as an Executive Assistant / Office Manager within:
• Asset management
• Private equity
• Investment banking
• Financial services
• Professional services
• Family office environments
• Exceptional organizational and time management skills.
• Advanced proficiency in Microsoft Office, including PowerPoint, Word, Outlook, and Excel.
• Ability to utilize AI and appetite for automation and AI advancement.
• Excellent written and verbal communication skills in English.
• Experience managing confidential and commercially sensitive information.

Preferred

• Experience working within ADGM, DIFC, or another regulated financial services environment.
• Experience supporting Board and Investment Committee governance processes.
• Familiarity with corporate secretarial administration and regulatory environments.
• Arabic language skills would be advantageous but are not essential.

Executive Presence

• Professional, polished, and highly credible.
• Confident interacting with senior executives, investors, board members, and government stakeholders.

Organization & Planning

• Exceptional attention to detail.
• Strong ability to manage multiple priorities and deadlines.
• Ability to anticipate issues before they arise.

Relationship Management

• Strong interpersonal and stakeholder management skills.
• Collaborative and service-oriented approach.
• Ability to build trust and credibility quickly.

Discretion & Integrity

• Maintains the highest levels of confidentiality and professionalism.
• Exercises sound judgement and discretion at all times.

Agility & Ownership

• Proactive and solutions-focused.
• Comfortable working in a growing business where processes and structures continue to evolve.
• Willing to take ownership beyond traditional executive assistant responsibilities.

Success Measures

• Within the first 12 months, the Executive Assistant & Office Manager will be expected to:
• Establish a highly effective CEO office function.
• Ensure seamless management of executive schedules, travel, and stakeholder engagement.
• Implement professional office administration and governance processes.
• Support the successful launch and growth of Arada Capital's Abu Dhabi operations.
• Build strong relationships with key internal and external stakeholders.
• Create an efficient, well-organized, and professional office environment that supports business growth and operational excellence.