Executive Assistant & Office Manager

Intermediate Capital Group; Dubai; On-site; AED 180,000 - 300,000; Full time

Job summary

Intermediate Capital Group in Dubai seeks a highly organized Executive Assistant & Office Manager to support the Managing Director & Head of Middle East and the Dubai team. This role blends executive support with day-to-day office operations in a fast-paced, growing regional office.

You will manage complex calendars, coordinate travel, prepare materials, oversee office supplies, liaise with vendors, process invoices, and assist with DIFC-related admin.

Qualifications

• Previous experience as an Executive Assistant or similar role, preferably in financial/professional services.
• Advanced proficiency in Outlook, Word and Excel.
• Ability to handle confidential information with discretion and professionalism.

Responsibilities

• Manage complex calendars across multiple time zones and coordinate meetings and travel.
• Prepare meeting materials and supporting documentation.
• Oversee day-to-day office operations, liaise with suppliers and vendors, and manage invoices and purchase orders.

Skills

Calendar management

Travel coordination

Discretion & professionalism

Excellent communication

Organisational skills

Prioritisation & multitasking

Independent work

Microsoft Office proficiency

Relationship building

Tools

Microsoft Office

Job description

Job Title: Executive Assistant & Office ManagerContract Type: Permanent, full timeLocation: Dubai, UAEDepartment: Client Solutions GroupReporting to: Managing Director & Head of Middle EastICG SummaryICG is a global alternative asset manager with over $126bn of assets under management and more than three decades of experience generating attractive returns through market cycles. We invest across Structured Capital, Private Equity Secondaries, Real Assets, Private Debt and Credit strategies on behalf of our clients worldwide.Operating from more than 20 locations globally, our purpose is to develop long-term relationships with our clients through disciplined investment strategies, entrepreneurial thinking and a commitment to responsible investing. ICG established its Dubai office in 2021 and continues to expand its presence across the Middle East region.Position SummaryWe are seeking a highly organised, proactive and professional Office Manager & Executive Assistant to support the Head of Middle East and the broader Dubai team. This role combines executive support responsibilities with ownership of office operations, helping to ensure the smooth day-to-day running of a fast-paced and growing regional office.The successful candidate will serve as a trusted partner to senior stakeholders, demonstrating exceptional attention to detail, discretion, and the ability to manage multiple priorities effectively. As part of ICG's global Executive Assistant and Office Management community, the role will involve close collaboration with colleagues across Europe, North America and Asia-Pacific.Primary ResponsibilitiesThe responsibilities of the role include, but are not limited to:Executive Assistant SupportManage complex and dynamic calendars across multiple time zones, ensuring effective prioritisation and coordination of commitments.Coordinate meetings, events and travel schedules, ensuring seamless logistics and execution.Arrange complex domestic and international travel, including detailed itineraries and associated travel requirements.Manage the submission and reconciliation of expenses in a timely and accurate manner.Prepare meeting materials, presentations and supporting documentation as required.Provide comprehensive administrative support, including expense management, maintenance of contact databases, document preparation and data entry within internal systems.Develop and maintain strong working relationships, collaborating effectively with Executive Assistants and Office Managers across the global organisation.Office ManagementOversee the day-to-day administration and efficient operation of the Dubai office, including the management of office supplies and coordination with building management.Ensure the office remains well maintained and appropriately stocked with stationery, kitchen supplies and other essential resources.Serve as the primary point of contact for office-related suppliers, vendors and service providers.Liaise with the landlord and building management on facilities, maintenance and office-related matters.Support the timely processing of invoices and administration of purchase orders.Assist with DIFC-related administrative processes, including licence renewals and work permit renewals.Provide administrative support on compliance-related matters, ensuring adherence to internal procedures and local requirements.Undertake additional administrative and operational responsibilities as required to support the effective running of the office.Key Requirements/ QualificationsYou will have demonstrable experience of:Previous experience as an Executive Assistant or in a similar support role, ideally gained within the financial services or professional services sector.Advanced proficiency in Microsoft Office applications, including Outlook, Word and Excel.Proven ability to handle sensitive and confidential information with the utmost discretion and professionalism.Exceptional organisational and time-management skills, with the ability to effectively prioritise and manage multiple deadlines.Ability to work independently while maintaining a high standard of accuracy and delivery.Excellent verbal and written communication skills, with the confidence to build relationships across all levels of the business.Proven ability to perform effectively in a fast-paced environment while managing competing priorities.Strong attention to detail and commitment to delivering accurate, high-quality work.Reliable, professional and proactive, with a strong sense of ownership and accountability.Demonstrated ability to quickly learn new processes, systems and ways of working.A team-oriented mindset, with the flexibility and willingness to support colleagues and contribute to the wider success of the business.Our Global Benefits Framework is centred around these 3 key attributes:Wellbeing - Supporting your mental, physical and financial wellbeing as well as your lifestyle needs.Inclusivity – Fit for purpose and competitive, no matter who or where you are.Longevity – Long Term and sustainable in design.Inclusion is one of ICG’s key values and we are committed to creating an equitable and inclusive workplace for everyone. By welcoming different perspectives, we strengthen ICG’s performance, enrich decision-making and contribute to better outcomes for our clients, colleagues, and the markets we serve. Accordingly, our recruitment processes provide equal employment opportunities to all applicants and employees, regardless of age, ethnicity, disability, sex, gender, sexual orientation, religion, or any other characteristic protected by local law.We are equally committed to delivering an inclusive and accessible candidate experience. If you require information in an alternative format, additional time for assessments, an adjusted interview schedule, or any other support during the recruitment process, please let us know.