Description:
We are seeking an experienced, professional and proactive Administrative Coordinator & Office Manager to join our Dubai office. This individual will provide high-level executive support to the CEO of Riyadh, the Managing Director and SEO of the Dubai office, and support the wider MENA Dubai team, while overseeing the efficient day-to-day operations of the Dubai office.
The successful candidate will be highly organised, resilient, and able to manage multiple priorities in a fast-paced environment. They will possess exceptional communication skills, demonstrate initiative, exercise sound judgement, and handle highly confidential information with discretion. Previous experience supporting C-suite executives is preferred.
Primary Responsibilities
- Provide high-level executive support to the CEO of Riyadh, the Managing Director and SEO of the Dubai office, while also supporting the wider MENA Dubai team.
- Oversee the day-to-day operations of the Dubai office, ensuring the office runs efficiently and professionally.
- Act as the primary point of contact for the Dubai office, liaising with building management, facilities teams and service providers.
- Work closely with the Office Manager in Saudi Arabia to coordinate regional initiatives and ensure consistency across the MENA region.
- Manage complex calendars, meetings, conference calls and video conferences across multiple international time zones.
- Coordinate international and domestic travel arrangements, including visas, detailed itineraries, accommodation and transportation.
- Organise executive roadshows from start to finish, including travel logistics, transportation and presentation preparation.
- Process expenses and invoices through Concur, ensuring accuracy, compliance and timely submission.
- Coordinate office maintenance, facilities, supplier relationships and office contracts.
- Coordinate IT requests and liaise with internal technology teams to ensure issues are resolved promptly.
- Maintain accurate records and databases.
- Handle highly confidential and sensitive business information with absolute discretion.
- Take responsibility for document management, printing, scanning, archiving and maintaining accurate filing systems.
- Build and maintain strong working relationships with internal teams and external service providers.
- Proactively anticipate business needs, identify solutions and manage competing priorities to support executive and office operations.
- Undertake additional projects and responsibilities as required.
Key Requirements / Qualifications: (essential unless otherwise stated)
- Minimum 10 years’ experience supporting senior executives within a corporate environment. Previous experience supporting C-suite executives is preferred.
- University degree preferred.
- Advanced Microsoft Office skills (Outlook, Excel, PowerPoint and Word).
- Experience using Concur for expense management and invoice processing.
- Experience using Salesforce or similar CRM systems.
- Excellent organisational and time management skills, with the ability to manage multiple competing priorities and deadlines.
- Experience coordinating international and domestic travel and executive logistics.
- Excellent verbal and written communication skills; Arabic is desirable.
- Highly proactive with excellent problem-solving abilities.
- Strong attention to detail and exceptional organisational skills.
- Professional, discreet and trustworthy when handling highly confidential information.
- Positive, flexible and collaborative approach with a strong “can-do” attitude.
- Strong team player with the ability to build relationships across all levels of the business.