Recep / Office Administrator / EA - Leading Investment firm

Mapped; Dubai; On-site; AED 100,000 - 167,000; Full time

Job summary

Mapped, a leading investment firm, seeks an Office Administrator & Team Assistant for its Dubai office. You’ll support a small, international team of three business development professionals, manage front-of-house duties and coordinate day-to-day operations in a fast-paced, client-facing environment.

The role demands polished communication, impeccable organisation and a proactive approach to calendar management, travel logistics and delivering a consistently high standard of support to

Qualifications

• 3–5 years of experience in office administration or front-of-house roles.
• Strong interpersonal and communication skills, with experience engaging with senior stakeholders.
• Excellent organisational abilities and attention to detail.
• Proactive, resourceful and adaptable with a sense of ownership.

Responsibilities

• Provide day-to-day administrative and coordination support to a small team.
• Manage calendars, schedule meetings, coordinate client/investor appointments.
• Arrange travel logistics and itineraries for business activities.
• Prepare and format presentations, reports and correspondence.
• Oversee boutique office operations and liaise with facilities/vendors.
• Serve as the first point of contact for clients and visitors.

Skills

Office Administration

Team Support

Front-of-House

Client-facing

Calendar Management

MS Office

Tools

Microsoft Office

Job description

Our client is a leading investment firm with a strong international presence. This opportunity is based in their Dubai office, a close-knit team of approximately 10 professionals, offering exposure to a highly professional, international and client-facing environment. The role involves working closely with senior stakeholders, supporting the business development team and ensuring the smooth day-to-day running of the office.

Job Overview

The Office Administrator & Team Assistant will play a key role in ensuring the efficient running of the Dubai office, combining front-of-house responsibilities, office administration and dedicated support to a team of three international Business Development and Sales professionals.

As a key point of contact for clients, visitors and internal stakeholders, the ideal candidate will be highly polished, personable and service-oriented, with excellent communication and organisational skills. They should be comfortable engaging with senior executives and international clients while managing administrative responsibilities and supporting a busy, commercially focused team.

This role requires someone who is proactive, resourceful and adaptable, with a strong sense of ownership and the ability to anticipate needs, manage competing priorities and maintain a consistently high standard of professionalism.

Job Responsibilities

Business Development & Team Support

• Provide day-to-day administrative and coordination support to a team of three Business Development and Sales professionals
• Manage calendars, schedule meetings and coordinate appointments with clients, investors and internal stakeholders
• Arrange travel logistics, accommodation, itineraries and other business-related requirements
• Assist with the preparation, formatting and coordination of presentations, meeting materials, reports and correspondence
• Support client meeting arrangements, follow-ups and general administrative requests to ensure the team operates efficiently
• Anticipate the needs of the team and respond promptly to changing schedules and last-minute requests

Office Administration & Operations

• Oversee the day-to-day administrative operations of a boutique office of approximately 10 employees
• Coordinate with building management, facilities teams, suppliers and external vendors to ensure smooth office operations
• Manage office supplies, pantry requirements, courier services, deliveries and general office maintenance
• Coordinate internal meetings, team events, catering and other office-related arrangements
• Ensure meeting rooms, shared spaces and the overall office environment are maintained to a consistently high standard
• Handle general administrative tasks, documentation and ad hoc requests as required

Front-of-House & Client Hospitality

• Serve as the first point of contact for clients, senior executives and international visitors, providing a warm, polished and professional welcome
• Manage visitor arrivals, meeting room preparation and hospitality arrangements to deliver a seamless client experience
• Coordinate visitor access, building security procedures and guest requirements
• Handle incoming calls and general enquiries with professionalism and discretion
• Maintain a presentable, welcoming and well-organised front-of-house environment that reflects the firm's professional image

Requirements

• At least 3–5 years of experience in office administration, team assistance, corporate front-of-house or a similar client-facing administrative role
• Prior experience in financial services, investment firms, professional services, luxury hospitality or an international corporate environment would be advantageous
• Highly polished and professional, with an excellent personal presentation and a warm, confident and engaging demeanour
• Strong interpersonal and communication skills, with the confidence to interact with senior executives, international colleagues and high-profile clients
• Previous experience supporting sales, business development or senior commercial teams would be an advantage
• Strong organisational skills with the ability to manage calendars, coordinate meetings and handle multiple administrative responsibilities
• Proactive, resourceful and hands-on, with a willingness to take ownership of tasks and support a small team across different functions
• Service-oriented and attentive to detail, with the ability to anticipate needs and consistently deliver a high standard of support
• Comfortable working in a small, international office environment where flexibility, teamwork and adaptability are essential
• Excellent written and spoken English, with proficiency in Microsoft Office applications
• Discreet, reliable and professional, with the ability to handle sensitive and confidential information

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status or disability status. By submitting your application, you give us permission to store and use your data for recruitment purposes in accordance with our privacy policy.