Office Manager & EA (French speaker mandatory)

BrandSystem GmbH; Dubai; On-site; AED 150,000 - 240,000; Full time

Job summary

BrandSystem GmbH in Dubai seeks an Office Manager & Executive Assistant to run the Dubai office, ensure UAE entity compliance, and keep the CEO and COO organized. You will collaborate with IT, Finance and HR Directors to prevent anything from slipping through the cracks.

You will own the compliance calendar, manage calendars, draft correspondence, coordinate travel, write meeting minutes, handle office operations, and support events.

Qualifications

• 3–5 years of Office Manager/EA/Admin Manager experience in a fast-paced environment.
• Hands-on UAE company administration: licenses, PRO processes, visas, Ejari and banking.
• Excellent organisation; you own deadlines and renewals.
• Structured mindset; you build simple, repeatable processes.
• Fluent written/spoken English; French is mandatory.

Responsibilities

• Corporate compliance: manage UAE entity licenses, registrations, Ejari, and KYC.
• Executive support: manage CEO/COO calendars, inbox, and minutes.
• Finance admin: handle expenses, invoicing support, and payments prep.
• Office management: day-to-day office operations, suppliers, and visits.
• Events and team life: plan group events and internal celebrations.
• Structure and continuity: document recurring processes and maintain contacts.

Skills

English

French

Organization

Discretion

Team coordination

Tools

ClickUp

Excel

Google Workspace

Microsoft 365

Job description

Company Description

We build and run brands and services across e-commerce, fashion, logistics and advisory, including FINCUT, 8LAB, Infinite Fulfillment and 44Advisory. Our teams work between Dubai and China, and our group office is based in Business Bay, Dubai.

Role Description

We are looking for an Office Manager & Executive Assistant to run our Dubai office, keep our UAE entities compliant, keep our CEO and COO organised, and make sure nothing falls through the cracks. You will work closely with the IT, Finance and HR Directors.

What will you do:

Corporate compliance (your top priority)

• Own the compliance calendar for all our UAE entities: trade licences, establishment cards, Ejari, free zone registrations, insurance, bank KYC and powers of attorney.


• Launch every renewal well ahead of time with our PRO and business setup agents, and follow it through to completion.


• Track VAT, Corporate Tax and UBO deadlines with our accounting firm and Head of Finance.


• Keep corporate records organised, up to date and easy to find.

Executive support

• Manage the CEO's and COO's calendars, meetings and priorities.


• Manage the CEO's inbox and ClickUp to-do list, and flag what needs a decision.


• Draft professional correspondence with authorities, banks and partners.


• Coordinate business travel with our travel agency.


• Attend management meetings, write minutes and follow up on actions.

Finance administration

• Keep expense files complete, with invoices and payment proofs.


• Prepare monthly re-invoicing files between group entities for the Head of Finance.


• Prepare bank payments for approval and support bank account openings.


• Track subscriptions and service contracts with their renewal dates.

Office management

• Run our Dubai office day to day: suppliers, maintenance, supplies and service contracts.


• Handle building management: access cards, parking, gate passes and NOCs.


• Keep the asset register and the company stamps under control.


• Prepare everything for new joiners on day one, and close everything properly when someone leaves.

Events and team life

• Plan and run events for the group and for 8LAB, from brief and budget to suppliers and on-site logistics.


• Organise team moments and celebrations.

Structure and continuity

• Write simple processes for recurring tasks, so that anyone can take over if needed.


• Keep a shared register of all external contacts: banks, PRO, building, suppliers, insurers.


• Send a short weekly report to the COO, built from a shared task list.

Qualifications

• 3 to 5 years of experience as an Office Manager, Executive Assistant or Admin Manager, ideally in a fast-paced company or start-up.


• Hands-on knowledge of UAE company administration: trade licences, free zones, PRO processes, visas, Ejari and banking.


• Very strong organisation: you own deadlines, follow through and never let a renewal slip.


• A structured mindset: you like building simple processes and keeping files and contacts in order.


• Excellent written and spoken English. French is mandatory.


• Comfortable with ClickUp (or similar tools), Excel and Google Workspace or Microsoft 365.


• Discretion and sound judgement: you handle confidential and personal information with care, and you stay neutral.


• A warm, professional presence: you are often the first face of the company for partners, visitors and employees.


• Based in Dubai.