Job Title: Office Assistant

Location: Abu Dhabi

Position Type: Full Time

Overview:
The Office Assistant provides essential administrative and coordination support to enable the Executive Office to operate efficiently and to a high professional standard. Reporting to the Senior Executive Assistant & Strategic Operations Partner, this role focuses on day-to-day logistics. This role is well suited to a highly organised, proactive, and solutions-focused professional who thrives in a dynamic environment.

Key Responsibilities:

Business Travel & Visitor Coordination

• Assist with arranging business travel, including flights, accommodation, ground transportation, and visa or administrative requirements.
• Organise clear, detailed travel itineraries for the senior leaders and key stakeholders, ensuring all documentation and confirmations are accurate.
• Act as a coordination point between internal teams and external travel partners to manage scheduling changes, cancellations, and special requirements, escalating issues when appropriate.
• Provide administrative assistance for interview candidate travel and relocation processes, working closely with the HR team to ensure smooth execution.
• Manage end-to-end visitor arrangements, including access approvals, badge creation, parking coordination, and visit scheduling.
• Arrange drivers and local transportation for visiting executives and guests, ensuring details are clearly communicated.
• Support a positive visitor experience by preparing welcome materials and ensuring seamless arrival and on-site transitions.

Events & Community Support

• Support the planning and delivery of office events that promote engagement within the office Community.
• Assist with gift coordination, including sourcing items, managing deliveries, and maintaining basic budget and inventory records.
• Assist with the operational needs of internal clubs and social groups, including room reservations, scheduling, and supply management.
• Help deliver events from concept to completion, supporting venue sourcing, catering arrangements, transportation logistics, and on-the-day coordination.
• Liaise with external suppliers and service providers to secure quotes, confirm services, and support smooth event execution.
• Collect and organise post-event materials, including photographs, and share with relevant internal stakeholders.

General Executive Office Support

• Contribute to special projects and initiatives led by the Executive Office, as assigned by the Senior EA.
• Assist with coordination of meetings, communications, and internal processes across the Executive Office.
• Offer additional assistance to Executive Office team members during peak periods or absences.

Requirements:

• 3–5 years’ experience in an administrative, office support, hospitality, or coordination role.
• Bachelor’s degree or diploma preferred.
• Proficient in standard office tools, including Microsoft Office (calendar management, Word, Excel, email, and presentations).
• Strong attention to detail with consistent follow-through on tasks and deadlines.
• Professional, service-oriented approach with confidence engaging senior stakeholders and visitors.
• Willingness to learn quickly and grow into broader Executive Office responsibilities over time.
• Fluency in English is required; Arabic language skills are an advantage.