Executive Assistant & Office Manager

Job Title:Executive Assistant & Office Manager - (Must Have Private Equity/banking experience & DIFC/Abu Dhabi Global Markets experience) Location: Abu Dhabi Position Type:Full-time Salary: 35,000 - 40,000 AED Role Overview We are seeking a highly organized and proactive Executive Assistant & Office Manager to play a pivotal role in establishing and managing the operational foundation of a newly launched office in Abu Dhabi. This position combines high-level executive support with hands-on responsibility for building and maintaining a best-in-class office environment. Working closely with senior leadership and global support teams (including IT, Facilities, HR, and Compliance), the successful candidate will ensure smooth day-to-day operations while supporting strategic growth. This role also offers exposure to investor relations and fundraising activities, providing a unique opportunity to be involved in high-impact, global business processes.   Key Responsibilities Office & Facilities Management Set up and manage all day-to-day operations for a new office location. Build and maintain relationships with landlords, building management, and external vendors. Ensure office infrastructure, equipment, and services are maintained to high standards. Oversee service providers and manage vendor contracts, including running RFP processes where required. Coordinate company events, meetings, and office activities. Ensure compliance with health & safety, fire safety, and security protocols. Maintain office presentation standards and an efficient working environment. Manage office supplies, courier services, and internal administrative processes. Support onboarding and offboarding, including workspace setup and inductions. Supervise contractors and ensure adherence to site and security requirements. Provide front-of-house support when required, including meeting room coordination and visitor management.   Executive Assistant Support Provide high-level EA support to senior stakeholders, including complex diary and travel management. Coordinate meetings across multiple time zones and manage changing priorities. Prepare meeting materials, presentations, and pre-read documents. Support board-level meeting logistics where required. Manage expenses and ensure timely submission and reporting. Maintain accurate records, contact databases, and internal systems. Provide cover for other administrative staff as needed to ensure continuity.   Investor & Project Support Support investor-related initiatives, including events, meetings, and roadshows. Coordinate logistics for senior stakeholder travel and meeting schedules. Prepare presentation materials, agendas, and background documentation. Maintain and update CRM systems with stakeholder interactions and activity tracking. Assist with communications and reporting processes in line with internal protocols.   Cross-Functional Collaboration Act as the main point of contact between the local office and global support teams. Support implementation of global initiatives such as system rollouts, compliance processes, and operational standards. Ensure alignment with company-wide policies and procedures.   Requirements: Proven experience as an Executive Assistant within private equity or banking. Previous experience in office management or operations, preferably in a hybrid role. Experience supporting office setup or expansion projects is highly desirable. Strong organizational and multitasking abilities, with excellent attention to detail. Ability to manage competing priorities in a fast-paced, high-pressure environment. Strong stakeholder management and communication skills. High level of discretion and professionalism when handling confidential information. Proficiency in Microsoft Office (Word, Excel, PowerPoint) and familiarity with CRM systems. Experience with vendor management, budgeting, or service contracts is advantageous. Fluent English required; additional language skills (e.g., Arabic) are a plus. Proactive and solutions-oriented mindset Strong relationship-building skills across diverse stakeholders Ability to work collaboratively within global teams High level of ownership, accountability, and initiative Adaptability and flexibility in a dynamic environment   ID: ZC174923