Head of Administration

Insignia Group of Companies; Dubai; On-site; AED 180,000 - 250,000; Full time

Job summary

A leading company in Dubai is seeking a Head of Administration to lead the Executive Office. This role is crucial for ensuring operational efficiency and executive-level coordination across departments. The ideal candidate will possess consulting-level problem-solving skills and significant experience in executive operations. Responsibilities include managing the Executive Office team, overseeing cross-departmental support, and driving strategic initiatives. Candidates with an MBA and experience from top-tier management consulting firms are preferred.

Qualifications

• 8+ years of experience in executive operations or administration at a senior level.
• Strong preference for candidates from top-tier management consulting firms.

Responsibilities

• Lead and manage the Executive Office team supporting the Group CEO.
• Oversee scheduling, correspondence, and executive readiness across the C-suite.
• Drive or support special projects initiated by the CEO or executive team.

Skills

Problem Solving

Organizational Skills

Leadership

Communication

Education

MBA

Tools

Microsoft Office Suite

Job description

We are seeking an experienced, strategic, and highly organized Head of Administration to lead the Executive Office, which functions as the central hub supporting all departments across the group.

This role is critical in ensuring operational efficiency, executive-level coordination, high-quality internal communication, and project execution at the group level.

The ideal candidate will bring consulting-level problem-solving skills, operational excellence, and the ability to manage complex administrative processes with discretion and structure. They will act as a trusted partner to the executive team, ensuring alignment, driving cross-functional initiatives, and enabling the leadership team to focus on strategic priorities.

Key Responsibilities:

Executive Office Leadership

• Lead and manage the Executive Office team that supports the Group CEO and executive leadership.
• Oversee scheduling, correspondence, information flow, and executive readiness across the C-suite.
• Maintain confidentiality and act as the first point of contact for sensitive issues, decisions, and communications.

Cross-Departmental Support & Coordination

• Serve as the central coordination point across departments (Finance, HR, Legal, Operations, Strategy, etc.).
• Ensure seamless administrative and communication processes between departments and executive leadership.
• Proactively identify and resolve administrative bottlenecks affecting cross-functional execution.

Operational Excellence & Process Management

• Develop and optimize internal systems, processes, and workflows to support high-functioning executive operations.
• Manage strategic calendars, group-wide reporting cadences, meeting rhythms (e.g. quarterly reviews, board prep, exec offsites).
• Lead administrative support for group-wide initiatives, tracking follow-ups and deliverables.

Project & Initiative Support

• Drive or support special projects initiated by the CEO or executive team.
• Prepare briefing documents, dashboards, presentations, and data summaries as needed.
• Track and report on the progress of major projects requiring executive oversight.

Governance & Compliance

• Support corporate governance requirements such as board materials, regulatory documentation, and internal audit follow-up.
• Ensure accurate and timely document and records management in line with company policy.

Team & Culture Stewardship

• Act as a cultural ambassador by ensuring effective executive communication and alignment.
• Model a professional, solution-oriented, and service-minded approach to internal collaboration.
• Support onboarding and mentoring of new executive assistants or administrative staff.

Requirements:

• MBA or equivalent postgraduate qualification required.
• Strong preference for candidates from a top-tier management consulting firm (e.g. McKinsey, BCG, Bain) or those with significant internal consulting or corporate strategy experience.
• 8+ years of professional experience in executive operations, administration, or business support at a senior level.
• Exceptional organizational and time-management skills with the ability to juggle multiple priorities.
• Strong leadership and people-management experience.
• Executive presence, with excellent verbal and written communication.
• High attention to detail, confidentiality, and judgment.
• Proven experience designing and managing cross-functional systems and processes.
• Proficiency in Microsoft Office Suite (especially PowerPoint, Excel, and Outlook).