Executive Office Manager

About Hameem Technologies

Hameem Technologies, based in Abu Dhabi, UAE, is a technology investment and innovation firm dedicated to enhancing national capabilities. The company focuses on developing advanced technologies in sectors such as defence, security, artificial intelligence, autonomous systems, advanced manufacturing, and emerging tech. By leveraging capital, engineering know-how, and partnerships with global leaders, Hameem transitions solutions from prototypes to operational capabilities, emphasizing national value and trusted collaborations with government, technology allies, and suppliers.

Role Overview

The Executive Office Manager serves as the key administrative support for the company, playing a dual role in providing direct assistance to the CEO and managing daily office functions. This position is vital in handling executive scheduling, correspondence, confidential matters, and comprehensive administrative operations across the organization. Acting as a central point of contact for administrative, operational, and government interaction, the role requires discretion and agility within a small company environment.

Key Duties and Responsibilities

• Oversee the CEO's schedule by organizing meetings, travel, and prioritizing tasks confidentially.
• Draft, maintain, and manage executive correspondence, reports, and presentations with professional accuracy.
• Function as the main liaison between internal teams and external stakeholders for matters involving the CEO.
• Handle confidential data and communications following corporate governance policies.
• Monitor and track action points from executive meetings, ensuring timely completion.
• Coordinate daily office operations, facilities upkeep, and resource management to support staff efficiency.
• Manage procurement of office supplies, equipment, and oversee vendor services.
• Provide hands-on administrative assistance to employees to maintain smooth internal processes.
• Ensure office security protocols, health and safety standards, and business continuity are properly implemented.
• Comply with UAE labor laws, health regulations, and internal governance criteria.
• Prepare operational and budget reports for management appraisal.
• Maintain relationships with government and regulatory bodies to guarantee organizational compliance.

Required Qualifications and Expertise

• Must be a UAE National.
• Hold a Bachelor’s degree in Business Administration, Management, or a related field.
• Possess 3 to 5 years experience in office management or executive support.
• Demonstrated experience supporting senior executives or C-suite leadership.
• In-depth understanding of UAE Federal Decree-Law No.33 of 2021 and emirate-specific regulations.
• Familiarity with government protocols and coordination with public authorities.
• Proficiency with office management systems, scheduling tools, Microsoft Office, and digital collaboration platforms.

Core Skills and Personal Attributes

• Expertise in executive calendar and time management with strong organizational and multitasking abilities.
• Experience in managing office facilities, procurement, and vendor coordination.
• Capability in budget tracking and financial oversight.
• High level of confidentiality and sound judgment dealing with sensitive information.
• Effective communication skills, both verbal and written, across all organizational levels.
• Proactive, anticipatory problem-solving skills and calmness in high-pressure situations.
• Dependability, integrity, and a service-focused approach toward team and visitors alike.