Personal Assistant and Office Manager

Job PurposeThe Personal Assistant and Office Manager is responsible for providing comprehensive executive, personal, business and operational support to the Owner, acting as a central coordination point across the Owner’s business interests, personal affairs, household requirements, government relations and external stakeholders.The role combines Personal Assistant, Owner’s Office/Chief of Staff coordination, business setup, PRO/government relations and household administration responsibilities. The position is expected to proactively manage priorities, follow up on decisions and commitments, coordinate across multiple businesses and service providers, and ensure that matters requiring the Owner’s attention are appropriately prioritized and progressed.The role requires exceptional discretion, ownership, responsiveness and the ability to manage sensitive and confidential matters across both professional and personal environments.Key Result AreasExecutive & Personal Support to Owner: Manage the Owner’s calendar, meetings, appointments, correspondence, travel and personal commitments. Prioritize requests and ensure effective use of the Owner’s time. Prepare correspondence, presentations, briefing notes and documents. Coordinate personal appointments, travel and special requests.Owner’s Office / Chief of Staff Coordination: Act as a central coordination point for matters referred by the Owner across businesses and personal affairs. Track instructions, decisions, commitments and follow-up actions to closure. Coordinate with CEOs, functional heads, advisors and external parties on behalf of the Owner where authorized. Prepare concise updates highlighting pending matters, decisions required, deadlines and escalations.Business Setup & Corporate Administration: Coordinate establishment of new companies and business ventures in the UAE, including mainland, free zone and other relevant jurisdictions. Manage documentation and follow-up for trade names, initial approvals, licenses, establishment cards, immigration files and related registrations. Coordinate amendments including activity changes, shareholder/manager changes, branch setup and license modifications. Maintain a tracker of all entities, licenses and statutory requirements.PRO & Government Relations: Manage and coordinate visas, Emirates IDs, work permits, immigration and labour requirements. Liaise with relevant UAE government authorities, economic departments, free zones and other regulatory/service authorities. Coordinate document attestation, notarization and legalization where required. Monitor renewals and government deadlines to prevent penalties or business disruption.Household & Domestic Staff Management: Coordinate day-to-day household administration and supervise domestic staff arrangements, including drivers, housekeepers, nannies and other household personnel as applicable. Manage schedules, leave, visas, renewals and administrative requirements. Coordinate household maintenance, contractors, utilities and service providers. Escalate household issues and ensure timely resolution.Business & Stakeholder Coordination: Act as liaison between the Owner and business executives, employees, consultants, lawyers, banks, government authorities, vendors and other external stakeholders. Coordinate meetings and information required for the Owner’s review. Follow up on agreed actions and ensure responsible parties meet committed timelines.Office & Administrative Management: Ensure smooth operation of the Owner’s Office, including facilities, supplies, equipment, administrative services and vendors. Maintain appropriate filing and document-control systems. Coordinate procurement and service requirements and review administrative expenditure where applicable.Governance & Documentation: Maintain organized and confidential records relating to the Owner’s companies, licenses, corporate documents, contracts, resolutions, POAs and government documentation. Maintain compliance and renewal calendars. Coordinate signatures and approvals and ensure executed documents are properly recorded and filed.Reporting & Priority Management: Maintain consolidated trackers covering business setup, PRO matters, renewals, Owner actions and critical deadlines. Provide periodic summaries of completed, pending and overdue matters. Proactively flag issues requiring Owner intervention rather than waiting for follow-up.Special Projects: Support new ventures, investments, property matters, corporate transactions and other special assignments requested by the Owner. Conduct research, coordinate stakeholders, track deliverables and provide progress updates through completion.Confidential & Personal Affairs: Handle highly confidential business, financial, family and personal information with strict discretion. Coordinate sensitive personal matters only within the authority provided by the Owner and ensure appropriate confidentiality of records and communications.Key DeliverablesThe role will be accountable for ensuring the Owner’s calendar, priorities and commitments are effectively managed; instructions and decisions are tracked through completion; new business setups and corporate amendments are completed within agreed timelines; government and PRO requirements are processed accurately; and all licenses, visas, registrations and statutory documents are renewed without avoidable penalties.The role will also ensure that domestic staff and household administration are effectively coordinated, the Owner receives timely visibility of matters requiring attention or decision, and confidential personal and corporate records are properly maintained.Qualification & ExperienceBachelor’s degree in Business Administration, Management or a related discipline preferred.Minimum 7 to 10 years of relevant UAE experience in a Personal Assistant, Executive Assistant, Owner’s Office, Family Office, PRO or similar senior support role.Prior experience supporting an Emirati business owner, family office, HNWI or Chairman/CEO is strongly preferred.Strong practical knowledge of UAE business setup, licensing, immigration, visa and government procedures.Experience coordinating multiple companies/legal entities and maintaining corporate documentation.Experience managing household matters and domestic staff is highly desirable.Strong written and spoken English; Arabic is a significant advantage.Valid UAE driving licence preferred.Behavioral CompetenciesThe successful candidate must demonstrate exceptional confidentiality and discretion, strong ownership and follow-through, excellent organization and prioritization, and the ability to work independently with limited supervision. The individual should be comfortable dealing with senior executives, government authorities and personal/family matters within the same role.They must be proactive rather than purely instruction-driven, able to anticipate requirements and deadlines, capable of managing multiple urgent priorities simultaneously, and confident in escalating matters requiring the Owner’s decision. Flexibility outside standard working hours may occasionally be required due to the nature of the Owner’s Office.