Executive Assistant & Office Manager

ISE RECRUITMENT; Dubai; On-site; AED 293,000 - 368,000; Full time

Job summary

A prestigious investment firm in Dubai seeks an experienced Board-level EA and Office Manager to support senior leadership and manage office operations. The role involves complex calendar management, international travel arrangements, and preparation for Board meetings. Candidates should have at least 8 years of experience, particularly in private equity or fund management. The ideal EA will display strong organizational skills and proactive communication in a fast-paced environment.

Qualifications

• Minimum of 8 years of Executive Assistant experience at Board level.
• Experience in private equity or fund management is ideal.
• Ability to manage complex, cross-border arrangements.

Responsibilities

• Manage complex calendar arrangements and executive correspondence.
• Participate in meetings, take notes, and follow up as necessary.
• Arrange international travel, meeting venues, and accommodations.
• Prepare documents and reports for Board meetings.
• Handle multi-currency expense and finance management.
• Ensure office supplies and services are well-managed.

Skills

Board-level Executive Assistant experience

Complex travel arrangements

Multi-currency finance management

Strong organizational skills

Proactive communication

Job description

Job Overview

A rare opportunity for an experienced, Board-level EA and Office Manager to join a prestigious investment business in a varied role combining support to several Board members (CFO, General Counsel and COO) with office operations / office management.

Operating from the growing Dubai office in the heart of the DIFC, you will join an existing team of around staff members, helping to keep the flow of information, plans and people running smoothly.

The firm operates in the global industrials category and investments are made throughout the world, often requiring complex travel routing and security arrangements. The three leaders you will support will all have different needs from a schedule perspective but they all share the desire to have a proactive, thoughtful and disciplined EA who will go the extra mile. This is particularly essential for the arrangements surrounding Board meetings with businesses in the portfolio worldwide, to ensure they run without a hitch. Exposure to supporting the legal or finance function previously would be extremely beneficial along with a knowledge of CoSec matters (e.g. quorum being reached for Board meetings).

Responsibilities

In this small office setting, flexibility is of course essential but the core duties will include:

• Complex, cross-border calendar arrangements and managing high volumes of executive correspondence, proactively managing clashes and conflicts
• Participating in meetings with fund managers, portfolio companies and other third parties, taking notes and following up as necessary
• International travel, meeting venue and accommodation arrangements with accompanying visa management (within firm policy and well-researched if not)
• Board preparation for several portfolio companies including research, data gathering from multiple sources and report pack production including agendas
• Board meeting arrangements often requiring international venues and accommodation arrangements and effective distribution of key documents and Board papers
• Multi-currency expense and finance management: ensuring expenses and supplier invoices are entered, correctly coded and authorised for payment
• Ensuring the Dubai office has supplies, equipment and the services needed to function well, including overseeing the input and workload of the reception / facilities function.

As the firm continues to expand you will also have responsibility for the recruitment and mentoring of more junior admin staff as time goes on.

Qualifications

To be selected for this role, we will need to see evidence of at least 8 years of Executive Assistant experience gained at Board level ideally within the private equity, fund management or industrial sectors. There is no relocation package for this role so if you are not already based in Dubai, you will need to be able to fund your move.