Office Manager & Business Assistant

Company Description

Role Description

Office Manager & Business Assistant

Office Management

• Oversee the day-to-day operations of the Dubai office, ensuring efficiency and a professional working environment
• Manage office supplies, service providers, and vendor relationships (IT, maintenance, cleaning, etc.)
• Coordinate workspace planning, seating arrangements, and office logistics
• Ensure a welcoming and professional environment for employees, clients, and visitors
• Manage incoming and outgoing correspondence, courier services, and document flow
• Maintain office compliance with health, safety, and regulatory standards
• Executive Support to the General Manager
• Manage the GM’s calendar, scheduling, and meeting coordination
• Arrange domestic and international travel (flights, accommodation, visas, itineraries)
• Prepare meeting materials, presentations, agendas, and minutes
• Screen and prioritise communications (email, calls, correspondence)
• Handle sensitive and confidential matters with a high level of discretion
• Act as a key liaison between the GM and internal/external stakeholders

Freezone & Government Administration

• Liaise with relevant UAE Freezone authorities on licensing and compliance matters
• Manage renewals and maintenance of trade licences, registrations, and establishment cards
• Coordinate employee visa processes (applications, renewals, cancellations, Emirates IDs)
• Maintain accurate records and proactively track deadlines for all government-related requirements

Business & Administrative Support

• Support preparation of reports, proposals, and internal documentation
• Coordinate onboarding of new employees (equipment, access, logistics)
• Manage petty cash and office expenses; liaise with finance for reconciliation
• Coordinate with legal, finance, and external advisors on administrative matters
• Organise internal events, meetings, client visits, and off-site activities
• Maintain structured filing systems, databases, and document repositories

Essential

• Minimum 3 years’ experience in office management, executive assistant, or similar role (UAE experience preferred)
• Experience in travel management
• Excellent organisational and time management skills with strong attention to detail
• Strong written and verbal communication skills in English
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• High level of discretion and ability to handle confidential information
• Proactive, solutions-oriented mindset with the ability to work independently

Desirable

• Russian language skills (spoken and/or written)
• Experience supporting senior leadership or C-level executives
• Exposure to project coordination or project management
• Strong understanding of UAE Freezone procedures, government portals, and visa processes

What We Offer

• Competitive salary commensurate with experience
• UAE residence visa and benefits in line with UAE Labour Law
• Annual leave as per UAE regulations
• Opportunities for professional growth within a growing organisation
• Collaborative and supportive team environment in a central Dubai location