Administrative Specialist

Oceano Apex LLC; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A startup wealth management firm in Dubai is seeking an Administrative Specialist to support the Director. The ideal candidate will have at least 2 years of experience and excel in organizational and time management skills. Key responsibilities include managing daily office activities, overseeing communication, and confidential tasks. Proficiency in Microsoft Office and strong English language skills are essential, with Arabic being a plus. This role offers an opportunity to grow in a dynamic environment.

Qualifications

• Minimum 2+ years of experience as an Executive Assistant or similar role.
• Strong command of English; Arabic is an advantage.
• Proficient in Microsoft Office Suite and digital office tools.

Responsibilities

• Manage daily office activities to ensure operational efficiency.
• Oversee office supplies, vendor coordination, and facility upkeep.
• Manage the Director’s calendar and schedule appointments.
• Draft, edit, and manage internal documents and communications.
• Serve as a key point of contact between the Director and stakeholders.

Skills

Organizational skills

Time management

Confidentiality

Microsoft Office Suite

Communication

Job description

Job Title

Administrative Specialist

Location: Meydan Grandstand, 6th Floor, Meydan Road, Nad Al Sheba, Dubai, U.A.E

Reports To: Director

Job Type: Full-Time

About the Company

Oceano Apex LLC is a startup wealth management firm based in Dubai, specialising in offering personalized financial advisory and investment services to High Net Worth Individuals. With a commitment to excellence, trust, and innovation, we are shaping a new standard in the wealth management industry. We are looking for energetic and professional talent ready to grow with us.

Job Summary

We are seeking a highly organized, resourceful, and proactive Administrative Specialist to provide comprehensive support to the Director and handle office coordination tasks. This role requires a multi-tasker with excellent communication skills who can independently manage both corporate and personal responsibilities with integrity and discretion.

Key Responsibilities

1. Office & Administrative Support
   • Manage daily office activities to ensure operational efficiency.
   • Oversee office supplies, vendor coordination, logistics, and facility upkeep.
   • Maintain structured filing systems – both physical and digital.
   • Monitor and track deadlines, office tasks, projects, and follow-ups.
2. Director Support
   • Manage the Director’s calendar, schedule appointments, and coordinate meetings.
   • Prepare meeting agendas, take minutes, and track action items.
   • Arrange professional travel, including flights, hotels, and itineraries.
   • Draft, edit, and manage internal documents, memos, presentations, and reports.
   • Filter and prioritize emails, calls, and messages for the Director.
   • Ensure timely completion of tasks, projects, and reminders.
3. Communication & Liaison
   • Serve as a key point of contact between the Director and internal/external stakeholders.
   • Manage confidential communication with utmost discretion.
   • Represent the Director professionally in communications and interactions.
   • Assist with occasional personal errands and confidential non-work requests.

Qualifications

• Minimum 2+ years of experience as an Executive Assistant, Personal Assistant, or similar role.
• Strong command of English (written and verbal); Arabic is an advantage.
• Proficient in Microsoft Office Suite and digital office tools.
• Excellent organizational and time management skills.
• Ability to handle sensitive and confidential information professionally.
• Experience in a startup environment or financial services industry preferred.

Skills

• Excellent organizational and time management skills.
• Ability to handle sensitive and confidential information professionally.
• Experience in a startup environment or financial services industry preferred.