Office Manager

Confidential Careers; Abu Dhabi; On-site; AED 50,000 - 70,000; Full time

Job summary

A leading organization in Abu Dhabi is seeking an experienced Office Manager to support its executive team. The ideal candidate will have strong organizational skills, proficiency in both English and Arabic, and a knack for managing complex administrative tasks. Responsibilities include scheduling, document preparation, and maintaining VIP protocol, ensuring the smooth operation of leadership activities.

Qualifications

• 7 years experience in high-level executive assistance required.
• Strong written and verbal English & Arabic communication skills essential.
• Detail-oriented, ability to juggle multiple priorities.

Responsibilities

• Manage daily agendas and coordinate travel arrangements.
• Prepare documents and take minutes for meetings.
• Ensure smooth running of Board meetings and executive engagements.

Skills

Organizational skills

Communication

Confidentiality

Multitasking

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office

Job description

We are a diversified, large group of companies based in Abu Dhabi, UAE. We are currently looking for a bright and dynamic Office Manager to join and support our executive team. The ideal candidate will have at least 7 years of experience providing top-level assistance for high level executive. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Arabic speaker is a must. The role involves managing daily agendas, taking minutes of meetings, coordinating travel arrangements, and handling VVIP protocol, a key position that ensures smooth day-to-day operations at the leadership level.

Responsibilities

• Ensure smooth running of delivery and execution, Board meetings preparations, minutes taking, documents keeping, translation, taking care of day-to-day running agenda for the internal and external (delegates) requests, focal point between the executive office and the sub-holding staff, follow up on legal deliverables
• Handle mail/audit and administrative matters related to company business.
• Handles visitors and VIPS.
• Develops systems and organizes the workflow from the executive office.
• Organize and delegate work to the executive staff under close supervision to maintain efficiency and swift execution of work.
• Maintaining confidentiality and using a high degree of discretion with all business interactions at all times
• Prioritizing inquiries and requests while troubleshooting conflicts with little guidance; making judgments and recommendations to ensure smooth day-to-day engagements for internal and external business matters
• Ensure all deadlines and key objectives are met for projects and initiatives led by the Executive office
• Responding to emails and document requests on behalf of executives
• Draft slides, meeting notes and documents for executives
• Preparing detailed and complex documents
• Ability to work in collaboration with other departments.
• Ensure Royal & VIP protocol are followed at all times for special patients / visitors by the teams

Requirements

• Bachelor's degree or equivalent experience
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills in English & Arabic