Manager – Executive Office and Villa Operations

REGENT LIFESCIENCES FZCO; Dubai; On-site; AED 180,000 - 280,000; Full time

Job summary

REGENT LIFESCIENCES FZCO in Dubai seeks a hands-on Manager for the Executive Office and Villa Operations to support the MD's Office and manage the private residence, staff, vehicles, vendors, maintenance and security.

The role demands discretion, confidentiality, structured execution, and the ability to operate independently in a demanding private residence environment, delivering calm, reliable day-to-day administration.

Qualifications

• Discretion and confidentiality are essential.
• Strong organisational skills with attention to detail.
• Proficient with Excel and basic documentation.
• Experience managing staff, vendors, drivers, and service providers.
• Ability to operate independently in a demanding private office environment.

Responsibilities

• Provide direct administrative support to the MD's Office, including scheduling, documentation, and travel arrangements.
• Oversee villa operations: supervise staff, coordinate vendors, plan maintenance, and manage vehicles and security.
• Ensure the villa is well maintained and operationally ready for guests and changing schedules.
• Prepare monthly expense statements, vendor records, service trackers and maintenance schedules.
• Coordinate with internal staff and external providers to ensure smooth daily functioning.

Skills

Discretion & confidentiality

Organisational skills

Vendor coordination

Staff management

Independent working

Tools

Excel

Job description

Position Manager Executive Office and Villa Operations

This is a trusted operational role supporting the MD s Office and managing the day-to-day functioning of the large villa staff vehicles vendors maintenance security coordination and related administrative matters The role requires discretion confidentiality structured execution and the ability to operate independently in a demanding private office environment The person must be comfortable handling both MD s Office coordination and on-ground villa operations with maturity attention to detail and accountability It is a hands-on executive office and private residence operations role

Key Responsibilities

• Provide direct administrative and executive support to the MD s Office including scheduling coordination documentation follow-ups travel-related support and day-to-day office assistance
• Manage end-to-end villa operations including household staff supervision vendor coordination maintenance planning vehicle and driver management security coordination guest readiness and general asset upkeep
• Ensure that the villa is always well maintained operationally ready and aligned with expected standards keeping in mind frequent travel guests and changing schedules
• Prepare and maintain monthly expense statements vendor records service trackers maintenance schedules and other operational reports as required
• Monitor villa and household-related expenses ensure cost discipline and maintain proper records for review
• Coordinate with internal staff external service providers contractors drivers security teams and vendors to ensure smooth daily functioning
• Anticipate issues before they escal communicate proactively and resolve routine operational matters independently with sound judgement
• Maintain complete confidentiality in all MD s Office family residence travel financial and personal matters

Required Skills and Attributes

• High level of discretion, confidentiality, integrity, and personal reliability.
• Strong organisational ability with attention to detail and follow-through.
• Good computer skills, including Excel, expense statements, trackers, basic documentation, and digital communication.
• Ability to manage people, vendors, drivers, household staff, and service providers with firmness and respect.
• Good hospitality sense, service mindset, and understanding of premium residence standards.
• Calm temperament, presence of mind, problem-solving ability, and accountability.
• Ability to work independently without constant supervision.
• Flexibility to respond to urgent operational requirements when required.

Experience Profile

• Prior experience as an Executive Assistant, Executive Secretary, Villa Manager, Estate Manager, Administration Manager, Hospitality Operations Manager, or similar role is preferred.
• Experience working with senior management offices, promoter offices, private residences, luxury residences, hotels, clubs, serviced residences, or private estates will be an advantage.
• Candidates must have demonstrated experience in coordination, follow-up, expense tracking, staff management, vendor handling, and day-to-day operational control.

Candidate Fit

This role is suitable for a mature, discreet, hands-on, and dependable person who values responsibility, structure, and quiet execution. It is not a purely secretarial role and not a purely villa management role. It requires someone who can comfortably support the MD’s Office while also maintaining operational discipline across a premium private residence.