Location: Abu Dhabi

Position Type: Full-time

Salary: 35,000 - 40,000 AED

Role Overview

We are seeking a highly organized and proactive Executive Assistant & Office Manager to play a pivotal role in establishing and managing the operational foundation of a newly launched office in Abu Dhabi. This position combines high-level executive support with hands-on responsibility for building and maintaining a best-in-class office environment.

Working closely with senior leadership and global support teams (including IT, Facilities, HR, and Compliance), the successful candidate will ensure smooth day-to-day operations while supporting strategic growth. This role also offers exposure to investor relations and fundraising activities, providing a unique opportunity to be involved in high-impact, global business processes.

Key Responsibilities

Office & Facilities Management

• Set up and manage all day-to-day operations for a new office location.
• Build and maintain relationships with landlords, building management, and external vendors.
• Ensure office infrastructure, equipment, and services are maintained to high standards.
• Oversee service providers and manage vendor contracts, including running RFP processes where required.
• Coordinate company events, meetings, and office activities.
• Ensure compliance with health & safety, fire safety, and security protocols.
• Maintain office presentation standards and an efficient working environment.
• Manage office supplies, courier services, and internal administrative processes.
• Support onboarding and offboarding, including workspace setup and inductions.
• Supervise contractors and ensure adherence to site and security requirements.
• Provide front-of-house support when required, including meeting room coordination and visitor management.

Executive Assistant Support

• Provide high-level EA support to senior stakeholders, including complex diary and travel management.
• Coordinate meetings across multiple time zones and manage changing priorities.
• Prepare meeting materials, presentations, and pre-read documents.
• Support board-level meeting logistics where required.
• Manage expenses and ensure timely submission and reporting.
• Maintain accurate records, contact databases, and internal systems.
• Provide cover for other administrative staff as needed to ensure continuity.

Investor & Project Support

• Support investor-related initiatives, including events, meetings, and roadshows.
• Coordinate logistics for senior stakeholder travel and meeting schedules.
• Prepare presentation materials, agendas, and background documentation.
• Maintain and update CRM systems with stakeholder interactions and activity tracking.
• Assist with communications and reporting processes in line with internal protocols.

Cross-Functional Collaboration

• Act as the main point of contact between the local office and global support teams.
• Support implementation of global initiatives such as system rollouts, compliance processes, and operational standards.
• Ensure alignment with company-wide policies and procedures.

Requirements:

• Proven experience as an Executive Assistant within private equity or banking.
• Previous experience in office management or operations, preferably in a hybrid role.
• Experience supporting office setup or expansion projects is highly desirable.
• Strong organizational and multitasking abilities, with excellent attention to detail.
• Ability to manage competing priorities in a fast-paced, high-pressure environment.
• Strong stakeholder management and communication skills.
• High level of discretion and professionalism when handling confidential information.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and familiarity with CRM systems.
• Experience with vendor management, budgeting, or service contracts is advantageous.
• Fluent English required; additional language skills (e.g., Arabic) are a plus.
• Proactive and solutions-oriented mindset

• Strong relationship-building skills across diverse stakeholders
• Ability to work collaboratively within global teams
• High level of ownership, accountability, and initiative
• Adaptability and flexibility in a dynamic environment

ID: ZC174923