Office Manager / Executive Assistant — Dubai

ParlexAI; Dubai; On-site; AED 180,000 - 300,000; Full time

Benefits offered by this job

Private medical cover

Equity in company

Learning budget

Hybrid working from Cairo office

Hardware you ask for

Job summary

ParlexAI in Dubai is building its first regional office to support Gulf banks and PSPs. You will join a small team, handling both office operations and executive support for the Country Manager across the GCC and Egypt. The role requires managing fast-moving meetings, travel, and confidential information with discretion.

You will coordinate leases, IT delivery, DEWA, visas, and travel logistics while hosting visiting leadership and ensuring smooth daily operations in a demanding environment.

Qualifications

• 4+ years in office management or EA roles in UAE.
• Familiar with Ejari, building management, courier and attestation flows.
• Fluent in Arabic and English for suppliers and leadership.
• Onsite in Dubai five days a week; ability to handle confidential info.
• Nice to have: experience with a new office setup or financial services support.

Responsibilities

• Run Dubai office day to day: lease handover, DEWA, telecoms, IT setup, cleaning, pantry, access.
• Manage Country Manager's diary and protect time around meetings.
• Book regional travel — GCC, Saudi entry requirements, Cairo — and keep expense trails clean.
• Coordinate employee documentation with PRO manager: passports, Emirates IDs, attestations, visas.
• Host visitors for bank/partner meetings, Cairo leadership visits, hotels and transport.
• Support regional event weeks and logistics, guest lists and materials.
• Keep contracts, supplier invoices and office records organized, and hand to finance.

Skills

Office management

Executive support

Bilingual Arabic-English

On-site in Dubai

Job description

Parlex is opening a Dubai office to sell into Gulf banks and PSPs. The office starts empty. You will be one of the first people in it, working alongside the PRO manager while the entity is still being incorporated.

There are two halves to the job. The office: lease handover, furniture and IT delivery, DEWA and internet, cleaning and pantry, meeting rooms, visitor access, suppliers and invoices. And the executive support: the Country Manager's diary across Gulf bank meetings, travel across the GCC and back to Cairo, expense claims, employee document runs for visas and Emirates IDs, and hosting Cairo leadership and partners when they are in town. Regional event weeks — Seamless, Fintech Surge — pull both halves together at once.

What makes it demanding is the rescheduling. Bank meetings in this region move at short notice, travel into Saudi and Egypt carries visa and document constraints, and a diary rebuilt badly costs someone a meeting they waited two months for. You will also see deal, salary and candidate information before most of the company does, and you will often be rearranging things for reasons you cannot explain to the people affected. Discretion here is part of the job description, not a personal quality we hope for.

Responsibilities

• Run the Dubai office day to day: lease handover and Ejari, DEWA and telecoms, furniture and IT setup, cleaning, pantry, access and building management.
• Manage the Country Manager's diary, protecting time around customer meetings and rebuilding the week quickly when a bank moves a meeting.
• Book and rebook regional travel — GCC, Saudi entry requirements, Cairo — and keep the expense and reconciliation trail clean afterwards.
• Coordinate employee documentation with the PRO manager: passports, photos, medicals, Emirates ID appointments, attestations, courier runs and renewal deadlines.
• Host visitors properly: bank and partner meetings in the office, hotels and transport for visiting Cairo leadership, and the small details that make a first meeting go well.
• Support customer dinners and regional event weeks such as Seamless and Fintech Surge, including logistics, materials and guest lists.
• Keep contracts, supplier invoices and office records organised, and hand them to finance in a state they can use.

Requirements

• 4+ years in office management or executive assistant work in the UAE, including direct support to a senior executive.
• Familiar with local admin in practice: Ejari and building management, courier and attestation flows, PRO document handovers, and regional travel and hotel booking.
• Arabic and English, both used daily — Arabic with suppliers, drivers and government-facing paperwork, English with leadership and customers.
• Able to work onsite in Dubai five days a week; this role does not work remotely.
• A demonstrated track record of handling confidential information without it moving.
• Nice to have: setting up a brand new office, and experience supporting a financial-services or B2B sales team.

Benefits

• Private medical cover for you and your family
• Real equity, explained in plain terms before you sign
• A learning budget, and the time to actually use it
• Hybrid working from our Cairo office, with flexibility around how you structure your week
• The hardware you ask for, not the hardware we have spare