Executive Admin Officer - Family Office

Executive Admin Officer - Family Office

Location: Dubai, UAE
Employment: Full-time
Experience: 3+ years

About the Role

Our client is seeking a highly organised, proactive and dependable Executive Admin Officer to support the Board of Directors and senior leadership while managing key Family Office administration. The role is varied and fast-moving, requiring strong ownership, discretion and the ability to manage changing priorities without losing sight of important follow-ups.

Key Responsibilities

• Provide executive PA and administrative support to the Board of Directors.
• Manage calendars, meetings, appointments and changing schedules for senior leadership.
• Arrange domestic and international travel, including flights, accommodation, transfers and itineraries, and handle last-minute changes.
• Prepare and manage confidential correspondence, documents and information with discretion.
• Maintain and organise Family Office files, records and important documents in both electronic and physical form.
• Track insurance policies, medical policies, memberships, registrations, renewals and expiry dates, ensuring timely follow-up.
• Coordinate with external service providers, insurers, banks, advisors and other stakeholders.
• Support the Managing Director and Group CFO with scheduling, documentation, follow-ups and ad-hoc assignments.
• Take ownership of administrative matters from start to completion and ensure nothing falls through the cracks.
• Support professional and personal Family Office administration when required.

Candidate Requirements

• Minimum 3 years of relevant experience in an Executive Assistant, Executive PA, Senior Administration or comparable role.
• Strong organisational skills with excellent attention to detail and follow-through.
• Proven ability to manage multiple priorities in a changing environment.
• High level of discretion, confidentiality and professional judgement.
• Strong communication and interpersonal skills.
• Flexible, adaptable and comfortable supporting senior leaders across varied requirements.
• Proficiency in Microsoft Office, Outlook, Excel and calendar management.
• Previous Family Office or Private Office experience is an advantage.