Office & Executive Assistant

We’re looking for a highly organised and proactive Office & Executive Assistant to provide day-to-day administrative and operational support across the business. This is a varied role that sits across office operations, HR, Finance, Procurement and Executive support, helping to keep the business organised and running smoothly.The role will support not only our Dubai operations, but also the wider business as we expand into new markets, including Saudi. You’ll need to be comfortable managing multiple priorities, working across different areas of the business and taking ownership of administrative tasks from start to finish, while knowing when to escalate matters to the relevant team or stakeholder.This is a hands-on role for someone who is reliable, detail-oriented and proactive, and who enjoys being the person who makes sure things are organised, followed up and taken care of.Key ResponsibilitiesProvide administrative support across the wider business, including company registrations, licence renewals, permits and documentation, supporting teams and operations outside Dubai as the company expands into new markets such as Saudi.⁠Support day-to-day office operations to ensure a smooth and organized workspace, by maintaining office supplies inventory, merchandise and ensure availability of necessary materialsCoordinate maintenance requests, apply for office permits and basic facility needs, including liaising with building management and vendorsManage calendars for the shareholders, coordinate internal meetings and ensure logistics (rooms, links, materials) are preparedSupport finance with invoice administration, reviewing vendor, supplier and freelancer invoices to ensure they are accurate and comply with company financial procedures before processing.Support HR with administration, including preparing company letters and contracts, maintaining employee records, and assisting with visa and onboarding processesAssist with vendor management and procurement requests, including RFP submissions, client portal registrations, supplier onboarding and related documentation.Manage travel bookings and expense submissions when neededAssist in planning and executing team activities and internal eventsContribute to maintaining a positive and collaborative office environmentHandle confidential information with care and professionalismSkills & Requirements3+ years of experience in administration, office management, coordination, or executive supportStrong organisational and time-management skills, with the ability to manage multiple priorities independentlyStrong written and verbal communication skills, with confidence dealing with internal teams, suppliers, clients and external stakeholdersHighly organised and detail-oriented, with a proactive approach to identifying and resolving administrative needsConfident using Google Workspace, with the ability to learn new systems and platforms quicklyExperience supporting Finance, HR, Procurement or company administration is highly desirableComfortable working in a fast-paced, creative environment where priorities can change quicklyProfessional, reliable and discreet, with the ability to handle confidential and sensitive information appropriatelyFluent written and spoken English, Arabic is a bonus.