Office Administrator

Location: Dubai, UAE Employment Type: Full-Time On-site Working Hours: 8 hours/day, 5 days/week Reports To: Strategic Assistant Supports: Principal, Family & Private Office SUMMARY :We are looking for a highly organized, proactive, and resourceful Admin Executive to support the smooth day-to-day administration and operations of a private family office.

This is a varied role that combines administration, coordination, vendor management, household operations and personal assistance. The successful candidate will be responsible for keeping tasks, schedules, documentation, service providers and ongoing requirements organized and ensuring that everything is followed through to completion. The ideal candidate is someone who takes ownership, pays close attention to detail and is comfortable managing multiple priorities with minimal supervision.KEY RESPONSIBILITIES1. Administration & Coordination - Manage and follow up on day-to-day administrative requirements.- Maintain records, schedules, trackers, renewal calendars, and important documentation. - Coordinate appointments, service bookings, deliveries, and personal errands.- Track requests and ensure timely completion and follow-up.- Prepare regular updates on completed, pending, and upcoming tasks.- Maintain organized digital and physical records.2. Household & Property Administration - Coordinate property repairs, maintenance and service requirements.- Liaise with contractors and service providers for electrical, plumbing, garden, security, WiFi, technology, lighting, water filtration, and other household requirements.- Schedule and track preventative maintenance.- Coordinate home improvement and organization projects.- Obtain quotations where required and follow up with vendors through completion.3. Vendor & Service Provider Management - Develop and maintain a reliable database of preferred vendors and service providers.- Coordinate quotations, bookings, deliveries and service appointments.- Monitor vendor performance and ensure agreed work is completed on time.- Maintain records of ongoing projects and outstanding vendor follow-ups.4. Staff Coordination- Coordinate administrative requirements relating to household staff.- Support recruitment and onboarding coordination.- Maintain staff documentation, leave records and renewal schedules.- Coordinate uniforms, supplies, payroll-related information, visa renewals, and other administrative requirements.- Act as a point of contact for day-to-day staff-related matters and escalate issues when required.5. Vehicle Administration - Maintain records for all family vehicles.- Track registration and insurance renewals.- Coordinate servicing and maintenance schedules.- Manage vehicle-related documentation and roadside assistance requirements.- Assist with accident-related administration when required.- Maintain a vehicle renewal and compliance tracker.6. Family & Personal Administration- Coordinate family schedules, children's activities and school-related logistics.- Assist with travel preparation and related arrangements.- Coordinate pet-related appointments and requirements.- Monitor household consumables and coordinate purchases and replenishment.- Handle ad hoc administrative requirements as they arise.7. Asset & Inventory Management - Maintain an updated inventory of household assets and items.- Coordinate the sale or disposal of unused items.- Arrange photography, listings, buyer communication, negotiations and collection/ delivery.- Keep records of assets and their status.8. Events, Hospitality & Gifting - Assist with planning and coordination of family dinners, gatherings and events.- Coordinate caterers, bartenders, entertainment providers and other event suppliers.- Maintain a preferred vendor database.- Assist with sourcing gifts and preparing gift baskets.- Coordinate holiday and staff appreciation gifting and ensure timely delivery.9. Charity & Community Initiatives- Provide administrative and logistical support for family charitable initiatives.- Coordinate donation logistics, community support activities, labour welfare initiatives and Ramadan/Iftar programmes.- Maintain records of budgets, beneficiaries and activities where required.10. Reporting & Systems Maintain and regularly update: - Administrative task tracker- Vendor database- Staff records- Asset inventory- Vehicle records- Renewal calendarMaintenance schedule- Ongoing project tracker Provide a simple weekly update covering: Completed | In Progress | Waiting On | Next WeekIDEAL CANDIDATEHighly organized with excellent attention to detail.- Strong in administration and coordination.- Proactive and comfortable taking ownership of tasks.- Excellent at follow-up and ensuring nothing falls through the cracks.- Resourceful and confident in dealing with vendors and service providers.- Comfortable managing multiple priorities simultaneously.- A clear and confident communicator.- Discreet, trustworthy and professional.- Calm under pressure and able to handle ad hoc requirements.- Comfortable working independently with minimal supervision.- Tech-savvy and confident using Excel, email, calendars and task-management tools EXPERIENCE- 3–6 years of experience in administration, operations, executive assistance, personal assistance, property/household administration or a similar coordination role.- UAE experience would be an advantage.- Experience dealing with vendors, service providers, maintenance teams or multiple stakeholders is preferred.- Candidates from strong administration/operations backgrounds are welcome, even if they have not previously worked in a private household or held a Lifestyle Manager title.