Office Manager / Secretary

About the Role

We are looking for a skilled and personable Office Manager / Secretary to support the Executive Director and ensure the efficient day-to-day functioning of our operations in Abu Dhabi, UAE. The ideal candidate will be experienced in a professional international environment, fluent in both English and Arabic, and adept at managing multiple priorities with discretion and proactive initiative. This position involves working closely with diverse colleagues and clients from multicultural backgrounds.

Key Responsibilities

• Deliver comprehensive secretarial support, including drafting correspondence, preparing and proofreading documents and reports in both English and Arabic, and managing diaries.
• Manage daily office operations encompassing facilities, supplies, vendor relations, and office equipment upkeep.
• Handle procurement tasks by obtaining quotations, issuing purchase orders, and coordinating with suppliers in line with institutional policies.
• Maintain office stock levels and sustain productive relationships with service providers.
• Organize travel arrangements, accommodations, and itineraries for senior management.
• Coordinate logistics for events, conferences, and outreach activities, including those with international attendees.
• Collaborate with external venues, caterers, and event support professionals as necessary.
• Support financial processes by processing invoices, expense claims, and managing petty cash alongside finance teams.

Requirements

• At least 3 years of secretarial or administrative experience within an international corporate, professional services, multinational, financial, or legal environment; legal sector experience is advantageous but not mandatory.
• Demonstrated ability to work effectively with individuals from various cultural and national backgrounds.
• Bachelor's degree or equivalent qualification preferred; significant professional experience may be considered.
• Fluency in both spoken and written English and Arabic is essential.
• Proven experience in office management, procurement processes, and administrative workflows.
• Experience arranging complex travel plans and supporting senior-level staff.
• Proficiency in Microsoft Office applications including Word, Outlook, Excel, and PowerPoint, as well as general office technology competence.

Personal Attributes

• Approachable and professional with a strong customer service mindset, maintaining institution representation with confidence and discretion.
• Highly organized and detail-focused with strong reliability and ability to juggle multiple priorities effectively.
• Self-driven with the foresight to anticipate needs and take initiative without constant supervision.
• Adaptable and comfortable in a dynamic startup institutional setting where priorities evolve frequently.
• Team-oriented approach, capable of working cooperatively at all organizational levels.
• Culturally aware and experienced in international and multicultural work environments.