Office Manager AI

ADIB Group; Abu Dhabi; On-site; AED 300,000 - 480,000; Full time

Job summary

ADIB Group in Abu Dhabi seeks an Office Manager - AI to coordinate the Chief AI Officer's office, manage projects, and advise across the AI function. This role blends executive coordination, project management, and strategic support with senior stakeholders.

You will organize priorities, prepare materials, track actions, and ensure confidential information is handled with discretion while enabling efficient operation of the AI group and related functions within the bank.

Qualifications

• :Bachelor's degree from a recognized university.
• Fluency in Arabic and English both written and spoken.
• Minimum 7 years of relevant professional experience.
• Demonstrated project management experience.
• Experience supporting C-suite executives or senior leadership teams.
• Strong stakeholder management and influencing skills.
• Excellent communication presentation and business-writing skills.
• Strong analytical and problem-solving abilities.
• Ability to manage multiple priorities and projects at the same time.
• High proficiency as a user of AI productivity tools including Microsoft 365 Copilot Copilot Chat and ChatGPT.

Responsibilities

• Coordinate executive office operations for the Chief AI Officer.
• Prepare materials, briefing packs, and meeting minutes.
• Track decisions, commitments, and actions with follow-up.
• Manage confidential information with discretion.
• Coordinate stakeholders across the Bank.
• Support recruitment onboarding and planning sessions for the AI function.
• Deliver project plans, milestones, and dashboards.
• Advise on internal processes and organizational practices.
• Support AI function with operating routines.
• Represent the Office when delegated.

Skills

Project management

Executive support

Stakeholder management

Communication

Business writing

Analytical thinking

Multitasking

AI productivity tools

PowerPoint

Excel

Research

Discretion

Arabic & English

Education

Bachelor's degree

Tools

Microsoft 365

Copilot

Copilot Chat

ChatGPT

PowerPoint

Excel

Word

Job description

Description

Role : Office Manager - AI
Location : Abu Dhabi
Role Purpose:
This role is broader than a traditional executive assistant or secretary position. It combines elements of chief of staff project manager executive coordinator and organizational adviser. The role requires sound judgment initiative discretion and the ability to work effectively with senior stakeholders across the Bank.

This position is the first hire within the AI-Artificial Intelligence Group. Current ADIB employees are highly preferred given the importance of internal knowledge existing relationships and understanding of the Banks processes and culture for organizational navigation.

The Office Manager provides executive coordination project management stakeholder management execution support and organizational navigation to the Chief AI Officer. The role helps organize priorities prepare executive materials coordinate stakeholders track actions and support the effective operation of the AI function.

Key Accountabilities of the role

1. Executive Office Management

• Manage the day-to-day operation and effectiveness of the Office of the Chief AI Officer.
• Maintain visibility of the Chief AI Officers priorities commitments and key relationships.
• Prepare and coordinate correspondence presentations briefing materials reports talking points and meeting materials.
• Capture important decisions commitments and actions and follow up until they are completed.
• Handle confidential and sensitive information with discretion and professionalism.
• Use AI-enabled productivity tools to improve efficiency and reduce routine administrative work.

2. Stakeholder Management

• Act as a central coordination point between the Office of the Chief AI Officer and stakeholders across the Bank.
• Build strong working relationships with Executive Management Business Divisions Support Functions Governance Functions and external partners.
• Follow up on requests commitments and actions in a timely manner.
• Help coordinate interactions with the Group CEOs office Executive Committee members and other senior stakeholders.
• Ensure stakeholders receive the context and information required for effective discussions and decisions.

3. Organizational Navigation and Executive Advisory Support

• Advise the Chief AI Officer on internal processes organizational practices stakeholder considerations and local business culture.
• Help the Chief AI Officer navigate the Bank and understand the relevant organizational context.
• Anticipate stakeholder sensitivities and identify potential issues early.
• Support effective engagement across functions and leadership levels.

4. Executive Reporting

• Prepare consolidate and review executive reports Board materials committee papers dashboards and management presentations.
• Ensure executive materials are clear accurate consistent and delivered on time.
• Track decisions approvals commitments and follow-up actions arising from executive forums.
• Maintain the documents and records required by the Office of the Chief AI Officer.

5. AI Function Coordination

• Support the establishment and development of the AI-Artificial Intelligence Group.
• Coordinate recruitment onboarding team activities workshops leadership meetings and planning sessions.
• Help establish practical operating routines and ways of working withinthe AI function.
• Support collaboration across AI Technology Digital Data Risk Compliance and Business functions.

6. Special Assignments

• Undertake confidential high-priority and cross-functional assignments on behalf of the Chief AI Officer.
• Gather and analyse information structure issues and prepare practical recommendations.
• Coordinate stakeholders and follow up on agreed actions.
• Represent the Office of the Chief AI Officer in selected discussions when delegated.

7. Project Management

• Support the delivery of priority projects from planning through completion.
• Translate decisions into clear workplans milestones owners and deadlines.
• Maintain simple project trackers covering progress actions risks dependencies and decisions.
• Monitor progress follow up with stakeholders and raise delays or issues when required.
• Support smaller special projects and help ensure agreed outcomes are delivered.

Specialist Skills / Technical Knowledge Required for this role:

• Current ADIB employee with strong internal knowledge of the Banks people processes and culture (highly preferred).
• Bachelors degree from a recognized university.
• Fluency in Arabic and English both written and spoken.
• Minimum 7 years of relevant professional experience.
• Demonstrated project management experience.
• Experience supporting C-suite executives or senior leadership teams.
• Strong stakeholder management and influencing skills.
• Excellent communication presentation and business-writing skills.
• Strong analytical and problem-solving abilities.
• Ability to manage multiple priorities and projects at the same time.
• High proficiency as a user of AI productivity tools including Microsoft 365 Copilot Copilot Chat and ChatGPT.
• Ability to use AI to prepare PowerPoint presentations Excel analyses and Word documents conduct research and create simple personal-productivity agents for email support and document checking.
• Strong judgment discretion and professionalism.

Strongly Preferred

• Internal ADIB experience across relevant functions.
• Project management certification.
• Experience in strategy transformation PMO corporate planning a CEO/CXO office or a chief of staff role.
• Understanding of UAE business culture and banking-sector governance.
• Experience in technology digital data artificial intelligence or innovation functions.

Required Experience:

• IC