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

Facilities & Vendor Coordination

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

Executive Assistant & Administrative Support

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

Employee engagement initiatives

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

If you are an operations-driven professional from the investment or financial services sector who enjoys building structure, solving problems and creating exceptional workplace environments, this is a rare opportunity to help shape and establish a new international office within a respected global firm.

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