Office Manager

Operations & Office Manager - Investment / Financial Services

Dubai New Office Launch Global Firm

A globally established investment firm is seeking a highly capable Operations & Office Manager to help launch and establish their new Dubai office. This is a rare opportunity for an experienced financial services operations professional with strong Executive Assistant capabilities to play a pivotal role in building a new international office from the ground up.

This position will initially operate as a hands on Office Operations Coordinator, supporting the day to day set up and running of the office, before evolving into a fully fledged Office Manager role with HR and Executive support responsibilities as the Dubai team expands.

We are looking for someone polished, commercially astute and highly resourceful, a natural problem solver who thrives in fast paced investment environments and is comfortable wearing multiple hats in the early stages of office growth.

Location: Dubai, UAE

Employment Type: Full time

Salary: AED 20,000 - AED 30,000 per month

The Opportunity

This is a highly visible role within a sophisticated global firm, requiring someone who can combine operational excellence with exceptional interpersonal skills.

You will be the trusted on the ground operations professional, ensuring the office runs seamlessly while also supporting senior leadership with executive administration, travel coordination and HR processes.

The ideal candidate will bring financial services or investment sector experience, strong communication skills, international travel coordination expertise, and the confidence to represent the firm with professionalism and discretion.

Key Responsibilities Office Set Up & Operational Support

• Support the launch and early stage set up of the Dubai office, ensuring a smooth and efficient working environment
• Assist with office layout coordination, furniture installation and workspace organisation
• Manage deliveries, packages, equipment and office supplies
• Provide hands on operational support across the office, solving practical challenges quickly and efficiently
• Respond to ad hoc operational requests from senior leadership and team members
• Act as the primary point of contact for building management and facilities providers
• Build and manage relationships with local suppliers, contractors, estate agents, and service providers
• Coordinate couriers including FedEx and local logistics providers
• Manage office procurement including supplies, equipment and technology
• Ensure reception, meeting rooms, kitchens and communal areas are maintained to a consistently high standard
• Provide executive support to senior leadership when required
• Coordinate international business travel including complex itineraries, visas and conference logistics
• Manage visa arrangements including business visas and Golden Visa applications
• Draft professional correspondence, documents and presentations on behalf of executives
• Manage expense reporting and administrative documentation

HR Administration & Employee Support

• Assist with onboarding and relocation logistics for new hires
• Support preparation of employment contracts and HR documentation
• Coordinate employee visa applications via DIFC and ADGM portals and liaise regarding Emirates IDs
• Maintain accurate employee records and HR administration

Front of House & Client Experience

• Act as the professional face of the Dubai office, meeting and greeting clients, consultants and visitors
• Provide a polished concierge style service for guests and employees
• Maintain visitor records in line with building and security protocols
• Provide high quality telephone coverage and handle enquiries with professionalism and discretion

Meetings & Events Coordination

• Prepare meeting rooms to a high professional standard including AV checks and refreshments
• Manage meeting room scheduling and booking systems
• Arrange catering and hospitality for internal and client meetings
• Support organisation of internal and external company events

Role Evolution

As the Dubai office grows, this role will develop into a full Office Manager position, with increasing responsibility across:

• Office management and facilities strategy
• Supplier and vendor contract management
• HR administration and onboarding processes
• Executive support for senior leadership

This role will ultimately become the central operational hub of the Dubai office, acting as the key liaison across operations, HR and leadership support.

Candidate Profile

• Degree educated
• Minimum 5 15 years' experience in an operations, office management, executive assistant or facilities coordination role within financial services, private equity or professional services
• Experience supporting senior leadership in fast paced, high performance environments
• Strong understanding of international travel coordination and visa management
• Exceptional written and verbal communication skills with a polished, professional presence
• Highly organised with excellent attention to detail and the ability to multitask effectively
• Commercially aware with a sophisticated business approach and strong relationship building skills
• Proactive, resourceful and comfortable working independently in a growing office environment
• Hands on and flexible, particularly during the office set up phase
• High levels of discretion when handling confidential information

Technical Skills

• Strong proficiency in Microsoft Outlook, Word and Excel
• Confident using office systems, meeting room booking platforms and office equipment
• Comfortable with basic IT and AV troubleshooting

UAE Hiring Requirements

• Candidates must currently be Dubai based
• Strong local knowledge of Dubai suppliers, venues, restaurants, hotels, estate agents and business services is highly advantageous
• Understanding of UAE business culture and professional etiquette preferred

Compensation

Salary: AED 20,000 - AED 30,000 per month depending on experience and local market knowledge

Benefits provided in line with UAE labour law and company policy