Personal Assistant and Office Manager

Role purpose

Executive and Owner’s Office support

• Manage the Owner’s calendar, meetings, correspondence, travel and personal commitments; prepare correspondence, presentations, briefing notes and documents.
• Coordinate matters referred by the Owner, track decisions and commitments through completion, and provide concise updates on pending actions, deadlines and escalations.
• Coordinate with business leaders, advisors and external parties on the Owner’s behalf where authorized.

Business setup and government relations

• Coordinate UAE company and venture establishment, including mainland, free-zone and other relevant jurisdictions, and manage related approvals, licenses, registrations and documentation.
• Coordinate corporate amendments, activity and shareholder or manager changes, branch setup, license modifications and entity trackers.
• Manage visas, Emirates IDs, work permits, immigration and labour requirements; liaise with relevant UAE authorities and service providers.
• Coordinate document attestation, notarization and legalization; monitor renewals and government deadlines.

Household and office operations

• Coordinate household administration and domestic staff arrangements, including schedules, leave, visas and renewals.
• Coordinate household maintenance, contractors, utilities and service providers; escalate issues and ensure resolution.
• Manage Owner’s Office facilities, supplies, equipment, vendors, administrative services, procurement and document-control systems.

Governance, reporting and special projects

• Maintain confidential corporate and personal records, compliance and renewal calendars, signature approvals and executed documents.
• Track business setup, PRO matters, renewals, Owner actions and critical deadlines; provide status summaries and flag matters requiring intervention.
• Support ventures, investments, property matters, corporate transactions and other special assignments through research, stakeholder coordination and progress updates.

Qualifications and experience

• Minimum 7 to 10 years of relevant UAE experience in a Personal Assistant, Executive Assistant, Owner’s Office, Family Office, PRO or similar senior support role.
• Strong practical knowledge of UAE business setup, licensing, immigration, visa and government procedures; experience coordinating multiple entities and corporate documentation.
• Strong written and spoken English; Arabic is a significant advantage.
• A bachelor’s degree in Business Administration, Management or a related discipline is preferred.
• Experience supporting an Emirati business owner, family office, HNWI or Chairman/CEO is strongly preferred; household and domestic staff experience is highly desirable.
• A valid UAE driving licence is preferred.

Behavioral competencies

• Demonstrate confidentiality, discretion, ownership, follow-through, organization, prioritization and independent working.
• Anticipate requirements and deadlines, manage multiple urgent priorities, and escalate matters requiring the Owner’s decision.
• Comfortably coordinate with senior executives, government authorities and personal or family stakeholders.

Schedule flexibility

• Flexibility outside standard working hours may occasionally be required due to the nature of the Owner’s Office.