Office Manager/EA

Gateworth Group; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

Gateworth Group is seeking an experienced Office Manager who will also serve as Executive Assistant to the local partners. The role involves proactive executive support, complex diary management, travel, and meeting coordination across a growing regional footprint.

You will interact with senior stakeholders across the EMEA and LATAM regions, manage vendors and budgets, and oversee day-to-day office operations in a multinational, matrix-structured environment.

Qualifications

• Minimum of 5 years' experience in office management, facilities management, or an EA role involved in office operations.
• Experience managing vendors, office budgets, and workplace services for a multinational business in the UAE.
• Strong stakeholder management skills and ability to build effective working relationships with international colleagues.
• Exposure working across global markets and time zones such as EMEA or LATAM in a matrix structured organization.

Responsibilities

• Provide proactive executive support to senior leadership, including complex diary management, travel arrangements and meeting coordination.
• Prepare commercial reports, presentations, agendas and meeting minutes.
• Coordinate business travel, accommodation, and logistics for executives and wider teams.
• Organise internal events, conferences, and employee engagement initiatives.
• Oversee the day-to-day management of the office, ensuring efficient administrative processes and a professional working environment.
• Liaise with all office suppliers for cleaning, stationery, maintenance and facilities to ensure seamless service delivery.
• Maintain relationships with suppliers and service providers, overseeing contracts and service agreements.
• Monitor vendor performance and ensure timely processing of invoices and payments.
• Oversee all office expenditure, prepare budget reports, and ensure effective cost control.
• Identify opportunities to improve efficiency and optimise office operations.
• Allocate administrative team workloads, monitor performance, and drive high standards of service delivery.
• Coordinate onboarding and offboarding activities, including workspace setup and employee logistics.

Skills

Executive support

Diary management

Travel arrangements

Meeting coordination

Stakeholder management

Job description

Gateworth is working exclusively with a leading international infrastructure group to appoint an Office Manager who will also serve as Executive Assistant to the local partners.

As the business continues to expand its regional footprint and service offerings, this role will play a pivotal part in ensuring the smooth running of office operations, coordinating special projects, and providing proactive executive support to a busy leadership team.

The position will involve regular interaction with senior stakeholders and partners across the EMEA and LATAM regions, making it ideally suited to someone with experience working within a global, matrix-structured organisation and supporting teams across multiple international markets.

Main Responsibilities

• Provide proactive executive support to senior leadership, including complex diary management, travel arrangements and meeting coordination.
• Prepare commercial reports, presentations, agendas and meeting minutes.
• Coordinate business travel, accommodation, and logistics for executives and wider teams.
• Organise internal events, conferences, and employee engagement initiatives.
• Oversee the day-to-day management of the office, ensuring efficient administrative processes and a professional working environment.
• Liaise with all office suppliers for cleaning, stationery, maintenance and facilities to ensure seamless service delivery.
• Maintain relationships with suppliers and service providers, overseeing contracts and service agreements.
• Monitor vendor performance and ensure timely processing of invoices and payments.
• Oversee all office expenditure, prepare budget reports, and ensure effective cost control.
• Identify opportunities to improve efficiency and optimise office operations.
• Allocate administrative team workloads, monitor performance, and drive high standards of service delivery.
• Coordinate onboarding and offboarding activities, including workspace setup and employee logistics.

Qualifications

• Minimum of 5 years' experience in office management, facilities management, or an EA role involved in office operations.
• Experience managing vendors, office budgets, and workplace services for a multinational business in the UAE.
• Strong stakeholder management skills and ability to build effective working relationships with international colleagues.
• Exposure working across global markets and time zones such as EMEA or LATAM in a matrix structured organization.