Office Administrator
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Key skills for this role
Role Overview
Support the day-to-day administration and operations of a private family office.
The role combines administration, coordination, vendor management, household operations, and personal assistance.
The position reports to the Strategic Assistant and supports the Principal, family, and private office.
Key Skills for This Role
Full Job Posting
Role Overview
Support the day-to-day administration and operations of a private family office.
The role combines administration, coordination, vendor management, household operations, and personal assistance.
The position reports to the Strategic Assistant and supports the Principal, family, and private office.
Work Arrangement
- The role is based in Dubai, UAE.
- Employment is full-time and on-site, with eight hours per day and five days per week.
Administration and Coordination
- Manage administrative requirements, records, schedules, trackers, renewal calendars, and documentation.
- Coordinate appointments, service bookings, deliveries, personal errands, and follow-ups.
- Prepare updates covering completed, in-progress, waiting-on, and upcoming tasks.
Property and Vendor Operations
- Coordinate property repairs, maintenance, contractors, and service providers across household systems.
- Obtain quotations, schedule preventative maintenance, and follow up with vendors through completion.
- Maintain vendor databases, monitor performance, and track outstanding projects and service requirements.
Staff, Vehicles, and Family Administration
- Coordinate household staff records, recruitment support, onboarding, leave, uniforms, supplies, payroll information, and visa renewals.
- Maintain family vehicle records and coordinate registration, insurance, servicing, maintenance, and roadside assistance.
- Coordinate family schedules, school logistics, travel preparation, pet appointments, and household purchases.
Assets, Events, and Community Activities
- Maintain household asset inventories and coordinate the sale or disposal of unused items.
- Assist with family dinners, gatherings, events, caterers, entertainment providers, gifts, and gift baskets.
- Provide administrative and logistical support for charitable, community, labour welfare, and Ramadan or Iftar initiatives.
Ideal Candidate
- Highly organized, detail-oriented, proactive, resourceful, and comfortable taking ownership.
- Able to manage multiple priorities, follow up consistently, work independently, and remain calm under pressure.
- Discreet, trustworthy, professional, and confident communicating with vendors and service providers.
- Tech-savvy and confident using Excel, email, calendars, and task-management tools.
Experience
- Three to six years of experience in administration, operations, executive assistance, personal assistance, property or household administration, or a similar coordination role.
- UAE experience is an advantage.
- Experience with vendors, service providers, maintenance teams, or multiple stakeholders is preferred.
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