Specialist Operations Office Management

The Sanad Group; Abu Dhabi; On-site; AED 220,000 - 294,000; Full time

Job summary

A leading operations firm in Abu Dhabi seeks an experienced Specialist for Operations Office Management. This role involves managing the Director's office, supporting departmental projects, and improving office efficiency. The ideal candidate will have over 5 years of executive support experience, strong organizational skills, and proficiency in Microsoft Office. This position ensures effective communication and stakeholder management, contributing directly to the operational effectiveness of the department.

Qualifications

• 5+ years of experience in office management or executive support roles.
• Proficient in managing calendars and prioritizing tasks effectively.
• Ability to maintain professional relationships and communication.

Responsibilities

• Manage the Director's office and coordinate daily activities.
• Prepare high-quality communications and executive reports.
• Facilitate effective communication between stakeholders.

Skills

Executive Organizational Management

Business Communication Excellence

Confidentiality and Professional Integrity

Analytical and Reporting Skills

Stakeholder Relationship Management

Problem Solving and Decision Support

Digital Proficiency and Office Tools Mastery

Education

Bachelor’s Degree in Business Administration, Office Management, or related field

Tools

Microsoft Office Suite

Job description

JOB PURPOSE/SUMMARY:

The Specialist – Operations Office Management plays a critical role in supporting the operational and strategic effectiveness of the Operations Department. Reporting directly to the Director – Operations, the role is responsible for managing the Director’s office, ensuring seamless execution of administrative, communication, scheduling, and coordination tasks across the department.

This position extends beyond traditional secretarial support by leading office coordination efforts, facilitating stakeholder communications, supporting departmental projects, and ensuring the Director’s calendar and commitments are optimized for performance and work-life balance. The Specialist also assists in financial and vendor transactions relevant to Operations and upholds professionalism and confidentiality at all times.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

1. Office Operations & Coordination – 20%

• Manage the Director of Operations office, ensuring smooth coordination of daily activities, correspondence, meetings, and task follow-ups.
• Act as key administrative liaison across departments and with external partners.
• Assist in aligning personal and professional commitments of the Director to ensure balanced time management.

2. Advanced Support – 20%

• Prepare high-quality communications, executive reports, presentation decks, and meeting materials with attention to detail and confidentiality.
• Support agenda planning, documentation, and minutes of operational and strategic meetings.

3. Communication & Stakeholder Liaison – 10%

• Facilitate effective communication between the Director of Operations and internal/external stakeholders.
• Ensure priorities and follow-ups are tracked, escalated, and addressed on time.

4. Strategic Initiative & Project Assistance – 20%

• Provide administrative and coordination support to special initiatives led by the Director of Operations.
• Coordinate with internal functions, vendors, and regulators as required.

5. Data & Records Management – 10%

• Maintain organized digital and physical filing systems, databases, and administrative tools.
• Ensure quick access to records and decision-making documents.

6. Financial & Vendor Coordination – 10%

• Support approvals for departmental payments.
• Coordinate with Finance and external parties to ensure timely and accurate execution.

3>7. Other Duties – 10%

• Undertake other tasks and responsibilities as assigned to contribute to the success of the Operations Management office.

QUALIFICATIONS, EXPERIENCE AND COMPETENCIES Minimum Qualifications:

Education/Certification/ Licensure/Professional Membership

• Bachelor’s Degree in Business Administration, Office Management, or related field.
• At least 3 years of experience in office administration and executive support services may substitute for the degree requirement.

Minimum Experience:

• Minimum 5 years of experience in office management, executive support, or administrative coordination roles.

Job Specific Competencies:

1. Executive Organizational Management: Demonstrates advanced organizational skills in managing the Director of Operations’ calendar, prioritizing meetings, coordinating high-level engagements, and maintaining operational flow in a dynamic office setting. Ensures proactive scheduling that supports divisional priorities and executive time optimization.
2. Business Communication Excellence: Communicates effectively and professionally on behalf of the Director of Operations. Prepares executive-level correspondences, reports, and presentations with clarity, conciseness, and strategic tone. Manages sensitive communications with stakeholders, maintaining professionalism at all times.
3. Confidentiality and Professional Integrity: Exercises absolute discretion when handling confidential, sensitive, and strategic information. Upholds trust and credibility in representing the Director of Operations and the MRO division internally and externally.
4. Adaptive Thinking and Initiative: Demonstrates flexibility in responding to shifting priorities, short-notice tasks, and evolving executive demands. Takes initiative to solve administrative challenges, streamline workflows, and improve office efficiency without waiting for instruction.
5. Analytical and Reporting Skills: Supports with data collation, tracking KPIs, preparing presentations, and summarizing reports for meetings. Displays sound judgment in filtering information and escalating critical items.
6. Stakeholder Relationship Management: Builds and maintains positive, respectful relationships with internal teams, external clients, suppliers, and executive-level contacts. Represents the Director’s office with diplomacy and tact across all interactions.
7. Problem Solving and Decision Support: Anticipates and resolves logistical, administrative, and scheduling issues before they escalate. Provides clear options, identifies risks, and offers well-thought-out solutions.
8. Advanced Time and Priority Management: Effectively manages competing tasks and deadlines. Coordinates across multiple stakeholders to ensure timely completion of action items. Balances executive priorities with unexpected tasks without compromising quality.
9. Digital Proficiency and Office Tools Mastery: Demonstrates full proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), online calendar tools, and virtual collaboration platforms. Prepares professional documents, manages digital workflows, and supports virtual meetings across time zones.