Executive Assistant & Office Manager

ICG (DIFC) Limited; Dubai; On-site; AED 180,000 - 320,000; Full time

Benefits offered by this job

Wellbeing program

Inclusive workplace

Long-term career growth

Job summary

ICG (DIFC) Limited in Dubai seeks an Executive Assistant & Office Manager to support the Head of Middle East and the Dubai team, handling complex calendars, travel logistics, expense management and office operations.

The role requires discretion, superior organizational skills and the ability to liaise with stakeholders across regions; you will manage suppliers, licences, permits, and contribute to a high-performance, inclusive office culture.

Qualifications

• Experience as an Executive Assistant or in a similar support role, ideally in financial/services.
• Proficient in Microsoft Office and calendar coordination across time zones.
• Ability to handle confidential information with discretion and professionalism.
• Strong organisational skills and the ability to prioritise multiple deadlines.

Responsibilities

• Manage complex calendars across multiple time zones for the Head of Middle East.
• Coordinate meetings, events and travel with detailed itineraries.
• Process expenses accurately and on a timely basis.
• Prepare meeting materials and maintain documentation in internal systems.
• Oversee Dubai office operations, supplies and facilities with supplier liaison.
• Support invoices, licences and work permit renewals; ensure compliance tasks are met.

Skills

Microsoft Office

Calendar management

Discretion

Communication skills

Time management

Independent worker

Team collaboration

Tools

Microsoft Office Suite

Job description

Job Title: Executive Assistant & Office Manager

Contract Type: Permanent, full time

Location: Dubai, UAE

Department: Client Solutions Group

Reporting to: Managing Director & Head of Middle East ICG

Summary

ICG 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 Summary

We 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 Responsibilities

• Executive Assistant Support: Manage 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 Management: Oversee 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/Qualifications

• 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

• 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.

Our Purpose

Creating value by providing capital to help businesses develop and grow through private and public markets

Our Vision

Global leadership in alternative asset management, focusing on a core set of outstanding products and creating value for shareholders, clients and employees

Our Culture

Our culture centres around long-term relationships with a wide range of stakeholders; sustainable investment excellence; and a world class team demonstrating integrity, diversity and collaboration