Recep / Office Administrator / EA - Leading Investment firm

Company OverviewOur client is a leading investment firm with a strong international presence. This opportunity is based in their Dubai office, a close-knit team of approximately 10 professionals, offering exposure to a highly professional, international and client-facing environment. The role involves working closely with senior stakeholders, supporting the business development team and ensuring the smooth day-to-day running of the office.Job OverviewThe Office Administrator & Team Assistant will play a key role in ensuring the efficient running of the Dubai office, combining front-of-house responsibilities, office administration and dedicated support to a team of three international Business Development and Sales professionals.As a key point of contact for clients, visitors and internal stakeholders, the ideal candidate will be highly polished, personable and service-oriented, with excellent communication and organisational skills. They should be comfortable engaging with senior executives and international clients while managing administrative responsibilities and supporting a busy, commercially focused team.This role requires someone who is proactive, resourceful and adaptable, with a strong sense of ownership and the ability to anticipate needs, manage competing priorities and maintain a consistently high standard of professionalism.Job ResponsibilitiesBusiness Development & Team SupportProvide day-to-day administrative and coordination support to a team of three Business Development and Sales professionalsManage calendars, schedule meetings and coordinate appointments with clients, investors and internal stakeholdersArrange travel logistics, accommodation, itineraries and other business-related requirementsAssist with the preparation, formatting and coordination of presentations, meeting materials, reports and correspondenceSupport client meeting arrangements, follow-ups and general administrative requests to ensure the team operates efficientlyAnticipate the needs of the team and respond promptly to changing schedules and last-minute requestsOffice Administration & OperationsOversee the day-to-day administrative operations of a boutique office of approximately 10 employeesCoordinate with building management, facilities teams, suppliers and external vendors to ensure smooth office operationsManage office supplies, pantry requirements, courier services, deliveries and general office maintenanceCoordinate internal meetings, team events, catering and other office-related arrangementsEnsure meeting rooms, shared spaces and the overall office environment are maintained to a consistently high standardHandle general administrative tasks, documentation and ad hoc requests as requiredFront-of-House & Client HospitalityServe as the first point of contact for clients, senior executives and international visitors, providing a warm, polished and professional welcomeManage visitor arrivals, meeting room preparation and hospitality arrangements to deliver a seamless client experienceCoordinate visitor access, building security procedures and guest requirementsHandle incoming calls and general enquiries with professionalism and discretionMaintain a presentable, welcoming and well-organised front-of-house environment that reflects the firm's professional imageRequirementsAt least 3–5 years of experience in office administration, team assistance, corporate front-of-house or a similar client-facing administrative rolePrior experience in financial services, investment firms, professional services, luxury hospitality or an international corporate environment would be advantageousHighly polished and professional, with an excellent personal presentation and a warm, confident and engaging demeanourStrong interpersonal and communication skills, with the confidence to interact with senior executives, international colleagues and high-profile clientsPrevious experience supporting sales, business development or senior commercial teams would be an advantageStrong organisational skills with the ability to manage calendars, coordinate meetings and handle multiple administrative responsibilitiesProactive, resourceful and hands-on, with a willingness to take ownership of tasks and support a small team across different functionsService-oriented and attentive to detail, with the ability to anticipate needs and consistently deliver a high standard of supportComfortable working in a small, international office environment where flexibility, teamwork and adaptability are essentialExcellent written and spoken English, with proficiency in Microsoft Office applicationsDiscreet, reliable and professional, with the ability to handle sensitive and confidential informationWe are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status or disability status. By submitting your application, you give us permission to store and use your data for recruitment purposes in accordance with our privacy policy.