Executive Secretary / Office Manager

About the role

We are looking for a highly organized Executive Secretary/Office Manager to support the Managing Director & CEO of a Dubai‑based design and professional services firm. The role combines executive assistance with day‑to‑day office management to ensure smooth operations.

Key responsibilities

• Manage executive calendars, meetings, appointments, travel, accommodation and itineraries.
• Coordinate internal and external meetings, preparing agendas, presentations, minutes and follow‑ups.
• Draft and manage correspondence, reports, presentations and confidential documents.
• Act as the primary point of contact for clients, suppliers, partners and senior stakeholders.
• Support leadership with action tracking, deadlines, approvals and ad‑hoc requirements.
• Oversee daily office administration, supplies, facilities, vendors, invoices and maintenance.
• Assist with onboarding, staff communications, events and general team coordination.
• Maintain accurate records and handle confidential information with discretion.
• Provide occasional personal‑assistance support and be available for urgent executive needs.

Required profile

• 5+ years of experience as an Executive Assistant, Personal Assistant, Office Manager or similar role.
• Experience in architecture, design, consulting, professional services or a corporate environment is preferred.
• Excellent organizational, communication and stakeholder‑management abilities.
• Highly discreet, reliable, detail‑oriented and capable of managing multiple priorities.
• Strong written and spoken English with a polished, professional approach.
• Flexible and comfortable supporting senior leadership in a fast‑paced environment, including occasional out‑of‑hours requirements.

Required skills

• Microsoft Outlook
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint