Overview
We are looking for a highly organized and proactive Administrative Assistant / Office Manager to ensure smooth daily operations in our Dubai office. This role combines general administrative and office management responsibilities with hands-on support to our People & Culture team on HR operations.
You will be the go-to person for maintaining a well-functioning workspace, supporting employees across the employee lifecycle, coordinating with suppliers and vendors, and helping bring our internal events and team culture to life. It's a varied, people-facing role ideal for someone who enjoys owning the details and keeping everything running seamlessly.
This role offers an excellent opportunity to gain broad exposure to People & Culture operations and develop a strong foundation in the function. The successful candidate will be an integral member of the People & Culture team, working closely with and reporting directly to the People & Culture Director. This position provides significant learning and development opportunities, with the potential for long-term career growth within the People & Culture field.
Key Responsibilities
Office & Facilities Management
- Oversee day-to-day office operations to ensure a smooth, organized, and efficient working environment.
- Manage office supplies and consumables and ensure timely replenishment.
- Coordinate with vendors, maintenance teams, and other service providers to maintain a functional and well-presented office.
- Support operational workflows and help streamline administrative processes.
Reception & Administrative Support
- Welcome visitors, receive deliveries, and handle incoming calls in a professional and courteous manner.
- Coordinate meeting room bookings and provide support for employee office-related requests.
- Provide general administrative support, including preparing documents, presentations, reports, and spreadsheets.
- Coordinate travel arrangements such as hotel reservations and flight bookings.
HR Operations Support
- Support the People & Culture team with day-to-day HR operations and employee queries.
- Assist with onboarding and offboarding logistics to ensure a smooth experience for joiners and leavers.
- Help maintain accurate employee data and records, and support HR administration tasks as needed.
- Coordinate device and IT-related procurement, license renewals, and vendor management in support of employee operations.
- Monitor and manage shared inboxes (e.g. the FP Info inbox) and route requests appropriately.
Operations & Events
- Assist in organizing internal office events, meetings, and team-building activities.
- Manage internal event-related logistics end-to-end, from supplier coordination to on-the-day support.
Requirements
- Bachelor's degree in Business Administration or a related field.
- Minimum of 3 years experience in an administrative capacity, such as Office Manager or Team Assistant, ideally within a professional services environment. Exposure to HR or People operations is a strong plus.
- Strong proficiency in Microsoft Excel, Word, and PowerPoint.
- Excellent organizational skills with attention to detail.
- Strong communication and interpersonal skills; positive mindset and service-oriented.
- Discretion and professionalism in handling confidential employee and company information.
- Ability to work fully on-site in our Dubai office (no remote or hybrid options).
- Proactive, reliable, and able to work independently.
- Fluent in English; Arabic is a plus.
