Office Manager / Executive Assistant

About The Role

Executive And Pa Support

• Manage the calendar and diary of senior leadership, scheduling and coordinating meetings, appointments, and engagements across time zones
• Act as the first point of contact for the executive(s), screening and prioritizing calls and correspondence
• Draft, proofread, and manage correspondence, communications, and documents on behalf of leadership
• Arrange domestic and international travel, including flights, hotels, visas, transfers, and detailed itineraries
• Prepare and reconcile expense reports, claims, and reimbursements
• Coordinate and prepare for meetings — circulate agendas, take minutes, and track follow-up actions to completion
• Prepare presentations, reports, and briefing documents ahead of meetings and engagements
• Liaise professionally with internal teams, clients, vendors, and external stakeholders on behalf of leadership
• Handle confidential and sensitive information with the highest level of discretion
• Support with ad hoc personal and business tasks as required

Office Management

• Oversee the day-to-day operations of the office, ensuring a smooth, organized, and well-run environment
• Manage office supplies, inventory, and equipment, reordering and controlling stock as needed
• Liaise with building management, facilities, maintenance, and service providers
• Manage relationships with vendors, suppliers, and contractors, including paperwork and renewals
• Coordinate front-of-house / reception duties and welcome visitors and guests
• Support onboarding of new employees, including workspace setup and induction logistics
• Help maintain a safe, compliant, and well-presented office, supporting health and safety standards
• Plan and coordinate company events, meetings, team activities, and celebrations

Administration & Operations

• Maintain and organize company documentation, contracts, and internal records
• Handle filing, scanning, archiving, and document management
• Prepare and process quotations, invoices, and related paperwork
• Maintain accurate records using Excel and internal documentation systems
• Assist with vendor paperwork, purchase documentation, and operational forms
• Coordinate courier shipments, deliveries, and basic logistics paperwork
• Ensure documentation is properly formatted, complete, and stored correctly
• Track and update operational data and reports using Excel and MS Office tools
• Support internal teams with administrative and operational tasks

Requirements

• Bachelor's degree (any discipline)
• Minimum **5 years** of experience as a Personal Assistant, Executive Assistant, Office Manager, or in a senior administrative role
• Proven experience managing diaries, travel, and correspondence for senior stakeholders
• Strong proficiency in Microsoft Excel, Word, PowerPoint, and Outlook / Gmail
• Excellent written and spoken English; clear, professional communication
• Exceptional organizational and time-management skills, with the ability to multitask and prioritize under pressure
• High level of discretion, professionalism, and confidentiality
• Strong interpersonal skills and a polished, approachable manner
• Excellent attention to detail and accuracy in handling documents and information
• Highly organized with strong record-keeping skills and the ability to follow structured processes
• Reliable, proactive, and able to work independently with minimal supervision
• Must currently be based in the UAE
• Preference for candidates located near Dubai Internet City

Desirable (Nice To Have)

• Experience supporting C-level / senior executives
• Familiarity with travel and visa processes within the UAE / GCC region
• Event coordination or office relocation/setup experience
• Experience working in a fast-paced or multinational environment
• Pay: AED6,000.00 - AED9,000.00 per month
• Ability to commute/relocate:
• Dubai: Reliably commute or planning to relocate before starting work (Required)

Experience

• PA/Admin: 5 years (Required)

Language

• English (Required)