Office Manager & Executive Assistant (French speaker mandatory)

About the role

A group of brands and services active in e-commerce, fashion, logistics and advisory, with teams between Dubai and China and its group office in Business Bay, Dubai, is looking for an Office Manager and Executive Assistant. The role runs the Dubai office, keeps the UAE entities compliant, supports the CEO and COO and acts as the first point of contact for partners, suppliers and visitors. It reports to the COO and works closely with the IT, Finance and HR Directors.

Key responsibilities

• UAE corporate compliance: own the compliance calendar (trade licences, establishment cards, Ejari, free zone registrations, insurance, bank KYC, powers of attorney), launch renewals early with the PRO and business setup agents, track VAT, Corporate Tax and UBO deadlines with the accounting firm and Head of Finance, and keep corporate records organised.
• Executive support: manage the CEO's and COO's calendars, meetings and priorities; manage the CEO's inbox and ClickUp to-do list; draft correspondence with authorities, banks and partners; coordinate business travel; attend management meetings, write minutes and follow up on actions.
• Finance administration: keep expense files complete, prepare monthly re-invoicing files between group entities, prepare bank payments for approval, support bank account openings, and track subscriptions and service contracts.
• Office management: run the Dubai office day to day (suppliers, maintenance, supplies, service contracts), handle building management (access cards, parking, gate passes, NOCs), keep the asset register and company stamps under control, and prepare new joiners and close out departures.
• Events and team life: plan and run group and 8LAB events, organise team moments and celebrations.
• Structure and continuity: write simple processes for recurring tasks, keep a shared register of external contacts, and send a weekly report to the COO.

Required profile

• 3 to 5 years of experience as an Office Manager, Executive Assistant or Admin Manager, ideally in a fast-paced company or start-up.
• Hands-on knowledge of UAE company administration: trade licences, free zones, PRO processes, visas, Ejari and banking.
• Very strong organisation and a structured mindset, comfortable handling confidential information with discretion.
• Excellent written and spoken English; French is mandatory.
• Based in Dubai.

Required skills

• ClickUp (or similar tools)
• Excel
• Google Workspace or Microsoft 365