Office Manager - Executive Support

Role overview

The UAE headquarters in Dubai is seeking an Office Manager focused on executive support to ensure the workplace operates smoothly, professionally, and efficiently. The position reports to the Group CFO and combines office administration, facilities coordination, vendor management, meeting support, visitor handling, and day-to-day assistance for senior leadership.

This is a practical, hands-on corporate support role for someone who enjoys keeping workplace operations organised, service providers coordinated, and internal stakeholders well supported. The role also involves helping create a welcoming experience for visitors, candidates, vendors, and guests.

Key accountabilities

• Serve as the primary contact for everyday office matters such as facilities requests, office supplies, equipment, mail, couriers, pantry items, access cards, telephony, printers, Wi‑Fi, and general workplace queries.
• Oversee maintenance, repairs, cleaning arrangements, building management requests, vendor visits, and follow-ups with service providers.
• Maintain stock levels, stationery, kitchen supplies, equipment logs, records, trackers, vendor information, service agreements, and routine deadline tracking.
• Coordinate the reception and movement of visitors, candidates, vendors, and guests to support a polished office environment.
• Arrange meeting details, room reservations, video meeting links, presentation materials, refreshments, printing, courier needs, and small internal gatherings.
• Assist senior leaders with calendar coordination, meeting scheduling, written correspondence, document formatting and preparation, and travel arrangements where needed.
• Liaise with IT, HR, Finance, Marketing, and external vendors regarding workplace and office administration matters.
• Manage confidential information, documents, and leadership requests with care, professionalism, and discretion.

Candidate profile

The ideal professional will be proactive, service-minded, and comfortable balancing office operations with executive-level support. Success in this role depends on strong attention to detail, reliability, and the ability to keep several priorities moving at once while maintaining a calm and professional approach.

Required background

• A bachelor’s degree, diploma, or equivalent qualification in Business Administration, Office Management, Executive Assistance, or a related discipline.
• At least 5 years of experience in office management, office administration, executive assistance, or a similar corporate support position.
• Practical exposure to facilities coordination, vendor follow-up, office supplies management, employee support, visitor handling, and workplace operations.
• Prior experience supporting senior stakeholders with calendars, meetings, correspondence, document preparation, and confidential administrative work.
• Excellent spoken and written English, along with strong communication, proofreading, formatting, and detail-oriented skills.
• Solid Microsoft Office capability, including Outlook, Word, Excel, and PowerPoint.
• A professional, discreet, service-first attitude and the ability to work independently through competing priorities.

Preferred experience

• Background supporting C-suite executives in a regional or international environment.
• Experience in office reception, administration, workplace services, or support coordination.
• Exposure to office leases, service contracts, facilities vendors, building management, or fit-out and maintenance providers.
• Experience handling travel arrangements, visas, hotel bookings, or similar logistics.
• Previous work in renewable energy, solar, infrastructure, finance, construction, or project-based organisations.
• Arabic language skills are helpful but not mandatory.

Why this opportunity stands out

The role offers the chance to contribute to a purpose-driven sustainable energy business serving commercial and industrial customers across the Middle East and Africa. The company delivers solar PV, battery energy storage, hybrid energy, and energy efficiency solutions that help organisations lower costs, improve reliability, and reduce emissions.

Joining the team means supporting an organisation backed by Actis, Mitsui & Co, TAEF, and the International Finance Corporation, where strong office operations and executive support help enable wider clean energy impact across the region.

Work style

You are likely to thrive here if you enjoy keeping an office well organised, responding quickly to changing needs, following through on tasks, and communicating professionally with employees and guests. The right person will be comfortable balancing office administration, vendor coordination, visitor experience, and practical support for leadership.

Application note

This opportunity is for an organised and proactive office management professional with strong administrative, workplace coordination, and executive support experience who wants to contribute to sustainable energy solutions.