Office Manager

Established in 2004, Dubai Holding is a global investment company with investments in more than 34 countries and a combined workforce of nearly 45,000 individuals. In line with the vision of Dubai’s leadership and economic diversification strategy, Dubai Holding companies have nurtured sectors, irrevocably transforming Dubai’s socio-economic landscape and positioning Dubai as a diversified, globally integrated economy.

Dubai Holding is committed to the diversification of Dubai’s non-oil economy. Our portfolio, valued at over AED 284+ Billion​, spans 10 sectors, including real estate, hospitality, leisure & entertainment, ICT, design, education, media, retail, manufacturing & logistics, and science.

For the Good of Tomorrow

Dubai Holding is looking to hire an Office Manager reporting to the Senior Manager, C-suite’s Office Affairs, working collectively with the C-suite Office Administrative Team to ensure the efficient and effective management of the daily operations, optimizing administrative systems, and proactively managing the C-suite’s schedule, commitments, and priorities. The role also involves managing confidential documents, overseeing meeting preparations, and ensuring timely follow-up on action items, while providing comprehensive travel and logistical support

If you’re ready to embark on a dynamic journey where your talents are valued, and your contributions make a real impact, we would like to hear from you.

Key Accountabilities:

Office Administration:

• Provide support in managing the C-suites schedule, ensuring effective coordination of meetings, appointments, and engagements in alignment with priorities.
• Assist in preparing materials for meetings, including briefing documents, agendas, and follow-up notes.
• Track upcoming commitments and maintain a proactive approach to ensuring the C-suite is well-prepared for all activities.
• Prepare and organize briefing materials, presentations, and agendas for meetings as required.

Meeting & Committee Support:

• Support the Senior Manager in organizing meetings for the C-suite, including internal discussions, board meetings, and committee sessions.
• Draft agendas, minutes of meetings, capture action points, and ensure timely follow-up on all items.
• Coordinate with the company secretary and other teams to prepare and distribute agendas, minutes, and supporting documents.
• Coordinate with the company secretary and other concerned departments to ensure that memos are prepared and submitted to the C-suite and board in accurate and timely manner.

Document Management:

• Assist in maintaining accurate records of confidential documents, board submissions, signed memos, and personal documentation for the C-suite.
• Review and format documents requiring C-suite approval, ensuring compliance with company policies, procedures, and the Delegation of Authority (DoA) matrix.
• Maintain a well-organized document retrieval system to facilitate efficient access to key materials.
• Review the documentation that requires C-suite approval prior to submitting to the C-suite for signature, ensuring compliance to the company rules, delegation of authority matrix and support in proactively identifying potential conflict of interest situations and highlighting to C-suite.

Travel:

• Coordinate travel logistics for accompanying delegates or direct reports, ensuring all schedules are synchronized for group efficiency.
• Manage complex, multi-destination travel arrangements for the C-suite, ensuring seamless coordination of flights, accommodation, ground transportation, and visa requirements across global time zones.
• Work after hours and on weekends as and when required to ensure deadlines are met – whilst C-suite is travelling (across different time zones).

Who we are looking for:

• Minimum 6-8 years of experience in supporting C-suite executives.

Education / Professional Certifications:

• Bachelor's Degree in any field.

Technical Competencies:

• Ability to prioritize effectively and manage multiple tasks simultaneously.
• Meticulous attention to detail and a commitment to accuracy.
• Discretion and the ability to maintain confidentiality.
• Proven IT skills in the following programs including Outlook, Excel, Word, and PowerPoint.
• Language Skills: Excellent communication skills (verbal and written).

Behavioural Competencies:

• Customer Focus
• Results Orientation
• Business Awareness
• Curious & Creative
• Sense of Urgency
• Adaptability & Flexibility
• Builds Relationships
• Empowerment
• Problem Solving & Decision Making
• Planning and Organizing
• Communication Skills
• Teamwork

As much as we would be delighted to entertain all applicants, due to the high volumes of applications, only successful applicants will be contacted within 14 business days.

This job description is not all inclusive. Dubai Holding reserves the right to amend this job description at any time. Dubai Holding is an Equal Opportunity Employer, committed to a diverse and inclusive work environment.