Office Secretary

Job Title: Back Office Administrator / Secretary

Location: Dubai, UAE

Employment Type: Full-Time

Availability: Immediate

We are seeking a highly organized and discreet Back Office Administrator / Secretary with prior experience working within a Family Office environment. The ideal candidate will demonstrate exceptional administrative capabilities, strong attention to detail, and the ability to manage confidential matters with professionalism and maturity.

This role will support senior stakeholders and oversee daily administrative operations, ensuring seamless coordination across business and personal affairs where required.

Key Responsibilities

Executive & Administrative Support

• Provide high-level secretarial support to senior leadership
• Manage complex calendars, appointments, and travel arrangements (local & international)
• Prepare meeting agendas, minutes, reports, and confidential correspondence
• Handle document management, filing systems, and record maintenance

Family Office Coordination

• Support in managing both corporate and personal administrative matters
• Liaise with banks, legal advisors, vendors, and external stakeholders
• Assist with property, asset, and investment documentation where required
• Coordinate personal scheduling and logistics with discretion

Office & Back Office Operations

• Oversee office supplies, vendor contracts, and service providers
• Manage expense tracking, invoice processing, and payment follow-ups
• Maintain organized digital and physical documentation systems
• Ensure smooth day-to-day office operations

Communication & Liaison

• Act as a key point of contact for internal and external communication
• Screen calls, emails, and visitors professionally
• Coordinate with service providers, consultants, and household staff if required

Qualifications & Experience

• 5–10 years of experience in a Back Office, Executive Assistant, or Secretarial role
• Prior experience working within a Family Office environment is mandatory
• Based in Dubai and available to join immediately
• Strong knowledge of MS Office (Word, Excel, PowerPoint, Outlook)
• Excellent written and verbal English communication skills
• Experience handling confidential financial and personal information
• Strong organizational and multitasking abilities

Preferred Qualities

• High level of discretion and integrity
• Calm under pressure and able to manage shifting priorities
• Detail-oriented with strong follow-through
• Well-presented and professional demeanor
• Service-oriented mindset
• Familiarity with UAE administrative processes, banking, and vendor management