Executive Admin Officer – Family Office

DFT Group Holdings; Dubai; On-site; AED 112,000 - 134,000; Full time

Job summary

DFT Group Holdings in Dubai is seeking an Executive Admin Officer to provide comprehensive PA support to the Board of Directors and manage the Family Office’s records, documentation and daily administrative duties.

The role requires high organisation, proactivity and discretion, with responsibilities including calendar management, travel arrangements (domestic and international), file maintenance, coordination with insurers and banks, and assisting the Managing Director and CFO on special

Qualifications

• 3+ years of experience in an Executive PA, Senior Administrator, or Family Office environment.
• Proficient in MS Office, Outlook, Excel, and calendar management.
• Ability to manage confidential information with discretion.

Responsibilities

• Provide PA and administrative support to the Board of Directors.
• Manage executive calendars, meetings, and schedules.
• Arrange domestic and international travel with itineraries.
• Handle confidential correspondence and documents with discretion.
• Maintain Family Office files, records, and documentation.
• Coordinate with insurers, banks, advisers and external service providers.

Skills

Strong communication

Interpersonal skills

Multitasking

Discretion

Organisation

Tools

MS Office

Outlook

Excel

Calendar management

Job description

About the Role

We are looking for a highly organised, proactive and dependable Executive Admin Officer to join a Family Office in Dubai.

This is a dynamic and varied role suited to someone who enjoys multitasking, managing changing priorities and working closely with senior leadership. The successful candidate will provide Executive PA and administrative support to the Board of Directors, while managing the Family Office's records, documentation and day-to-day administrative requirements.

The role requires someone who can take ownership, anticipate requirements, follow through on tasks, and confidently manage multiple responsibilities simultaneously.

Key Responsibilities:

Executive & Board Support

• Provide PA and administrative support to the Board of Directors.
• Manage executive calendars, meetings, appointments, and schedules.
• Arrange domestic and international travel, including flights, accommodation, transfers and itineraries.
• Manage last‑minute travel changes and arrangements.
• Handle confidential correspondence, documents, and information with complete discretion.

Family Office Administration

• Maintain and organise Family Office files, records, and documentation.
• Manage insurance policies, medical policies, renewals, memberships, registrations and other important documents.
• Monitor renewal and expiry dates and ensure timely follow‑ups.
• Maintain organised electronic and physical filing systems.
• Coordinate with external service providers, insurers, banks, advisers and other stakeholders as required.

Support to Managing Director & Group CFO

• Work closely with the Managing Director and CFO on administrative and coordination requirements.
• Manage follow‑ups, documentation, scheduling and various assignments.
• Support senior management with ad‑hoc tasks and special projects.
• Coordinate with internal and external parties to ensure timely completion of tasks.

General & Ad‑hoc Responsibilities

• Manage multiple priorities and tasks simultaneously.
• Take ownership of tasks from start to completion.
• Proactively identify requirements and ensure nothing falls through the cracks.
• Assist with both professional and personal administrative requirements of the Family Office where required.
• Maintain the highest level of confidentiality, professionalism and discretion.

Ideal Candidate

• Highly organised, proactive and detail oriented.
• Excellent multitasking and follow‑up skills.
• Discreet, trustworthy and comfortable handling confidential information.
• Strong communication and interpersonal skills.
• Flexible and adaptable, with the ability to manage changing priorities.
• Previous experience as an Executive PA, Senior Administrator or within a Family Office is preferred.
• Strong proficiency in MS Office, Outlook, Excel and calendar management.

Package & Application

Salary: AED 10,000 - 12,000 per month

Location: Dubai, UAE

Experience: 3+ years