Executive Assistant / Office Administrator

Executive Assistant / Office Administrator Location: Abu Dhabi, UAE Work setup: Full-time, on-site, 5 days per week Reporting to: CEO and Cross-Functional Leadership Team Experience: 3–5 years in a similar role within Abu Dhabi Language: Fluent English required, Arabic preferred About the Company Our client is an Abu Dhabi-based technology company developing enterprise solutions across security, digital identity, and secure computing. Its products support government entities, defence organisations, and critical infrastructure clients across the GCC and international markets. The company has a globally distributed team, with its Abu Dhabi office serving as a central hub for operational and strategic activities. As the business continues to grow, they are looking for someone dependable, highly organised, and proactive to keep the office and leadership team running efficiently. The Role We are looking for a polished and proactive Executive Assistant / Office Administrator to support the company’s Abu Dhabi headquarters. This is a hands-on position combining executive assistance and office administration. You will support the CEO and several department heads, oversee the day-to-day operation of the office, and coordinate with internal teams, government entities, vendors, and other external stakeholders. The ideal candidate will be equally comfortable managing senior leadership calendars, preparing meeting materials, coordinating travel, handling visa-related documentation, and resolving unexpected operational issues. Professionalism, confidentiality, initiative, and strong attention to detail are essential for this role. Key Responsibilities Executive Support • Manage calendars, appointments, and meeting schedules for the CEO and leadership team across different time zones. • Coordinate internal and external meetings, including agendas, briefing documents, minutes, and action trackers. • Draft, proofread, and manage professional correspondence on behalf of senior leadership. • Arrange business travel, including flights, accommodation, visas, transportation, and detailed itineraries. • Prepare presentations, reports, and other documents for leadership, client meetings, and stakeholder engagements. • Monitor priorities across departments and follow up on outstanding actions to support timely delivery. Office Administration • Oversee the daily operation of the Abu Dhabi office, including facilities, office supplies, vendors, and utilities. • Coordinate with government bodies and PRO service providers regarding visas, licence renewals, and regulatory documentation. • Manage UAE administrative processes relating to employee visas, Emirates ID, medical insurance, and MOL/MOHRE requirements. • Support the People and Operations team with onboarding arrangements for employees and contractors. • Coordinate expense claims, petty cash, and invoices with the Finance team. • Maintain accurate and organised company records, documentation, and filing systems. • Organise team meetings, internal events, leadership visits, and other company activities. Stakeholder and Communication Management • Serve as the first point of contact for office visitors, partners, vendors, and external stakeholders. • Maintain professional communication between the CEO’s office and departments such as Operations, HR, Finance, and Business Development. • Handle confidential company, employee, and leadership information with complete discretion. Essential Requirements • Between 3 and 5 years of experience as an Executive Assistant, Office Administrator, or in a comparable position. • Previous experience working in Abu Dhabi is required. • Strong written and spoken English. Arabic language skills would be a significant advantage. • Practical knowledge of UAE administrative and regulatory procedures, including visa sponsorship, MOL/MOHRE processes, free-zone requirements, and PRO coordination. • Strong proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint, as well as Google Workspace. • Excellent organisational and time-management skills with close attention to detail. • The ability to manage several priorities in a fast-moving environment. • A high level of discretion when handling sensitive business and employee information. Preferred Experience • Previous experience supporting C-suite executives or senior leaders within technology, consulting, or professional services. • Experience coordinating with remote or internationally distributed teams. • Familiarity with Abu Dhabi regulatory or free-zone requirements, including ADGM, ADJD, or ADCD. • Arabic language proficiency for government and stakeholder communication. Who You Are • You naturally create organised systems and follow through on every commitment. • You communicate professionally in writing, over the phone, and in person. • You anticipate what is needed and take action without requiring constant direction. • You understand the importance of confidentiality and exercise good judgement. • You remain calm and resourceful when plans change or unexpected issues arise. • You enjoy a varied position where you can support both leadership and the wider business. • You take pride in being someone the team can consistently depend on. All applications will be handled confidentially. Only shortlisted candidates will be contacted. Show more Show less

Between 3 and 5 years of experience as an Executive Assistant, Office Administrator, or in a comparable position. Previous experience working in Abu Dhabi is required. Strong written and spoken English. Arabic language skills would be a significant advantage. Practical knowledge of UAE administrative and regulatory procedures, including visa sponsorship, MOL/MOHRE processes, free-zone requirements, and PRO coordination. Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) as well as Google Workspace.

Executive Support: Manage calendars and meeting schedules for the CEO and leadership across time zones; coordinate meetings with agendas, briefs, minutes, and action trackers; draft and manage correspondence; arrange business travel including visas; prepare presentations and reports; monitor priorities and follow up on actions. Office Administration: Oversee daily office operations, facilities, supplies, vendors, and utilities; coordinate with government bodies and PRO service providers for visas, licenses, and regulatory docs; manage UAE administrative processes for employee visas, Emirates ID, medical insurance, and MOL/MOHRE requirements; support onboarding for employees and contractors; coordinate expense claims, petty cash, and invoices with Finance; maintain records and filing systems; organize meetings and events. Stakeholder and Communication Management: Serve as first point of contact for visitors, partners, vendors; maintain professional communication between CEO’s office and departments; handle confidential information with discretion.