Office Administrator and Executive Assistant to Managing Director

We are seeking a highly organized and efficient Office Manager and Executive Assistant to support the smooth operation of our office and provide high-level executive support to the Managing Director. This dual-role requires a candidate with a strong background in office management and administrative support, excellent multitasking abilities, and a keen attention to detail. You will manage day-to-day office operations, ensure a professional environment, and act as the point of contact between the Managing Director and key internal/external stakeholders.

Key Responsibilities:

Office Management & Administrative Support:

• Oversee the day-to-day operations of the office, including maintenance, mailing, ordering supplies, and handling bills.
• Ensure the office is well-maintained and presentable, including liaising with suppliers for office/pantry supplies, equipment, furniture, and marketing materials.
• Maintain a filing system for administrative and financial documents, and track office expenses, preparing monthly/quarterly reports.
• Manage all government-related paperwork for employee visas, medical insurance, and other required documentation (PRO tasks).
• Support IT-related issues, including mobile phone contracts and purchasing IT equipment.
• Find and manage vendors for outsourcing needs such as translation, monitoring, clipping agencies, and multicasting services.
• Assist with organizing client events and conferences, providing logistical support.
• Coordinate health and safety protocols within the office.
• Conduct administrative onboarding for new hires and collaborate with HR to plan and execute employee engagement activities.
• Provide logistical support for expatriates, including accommodations and local assistance.

Executive Assistant to the Managing Director:

• Serve as the main point of contact between leadership, employees, clients, and external partners.
• Manage the Managing Director’s calendar, including setting up meetings and making travel and accommodation arrangements.
• Ensure the timely and accurate flow of information between leadership and other stakeholders.
• Take minutes during meetings and support the leadership team with client presentations.
• Provide excellent customer service to internal and external clients, offering administrative support for key projects.
• Perform ad-hoc assignments and reports as requested by the Managing Director.

Qualifications:

• Minimum 2 years of experience in office management, administrative support, or as an executive assistant.
• Proven ability to manage office operations, with experience in PRO-related tasks such as visa processing and handling Abu Dhabi government paperwork.
• Bachelor’s degree in Business Administration, Office Management, or a related field is preferred.
• Strong organizational and multitasking skills with the ability to prioritize tasks effectively.
• Excellent verbal and written communication skills in English (Arabic is a plus).
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and other office management software.
• Ability to handle sensitive information with confidentiality and discretion.
• Strong attention to detail and interpersonal skills, with the ability to build positive relationships with staff, vendors, and clients.
• Experience in coordinating client events and employee engagement activities is a plus.
• Must be based in Abu Dhabi or willing to relocate.