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Office Manager / Secretary
Abu Dhabi International Arbitration Centre (arbitrateAD)
Abu Dhabi, UAE
Full Time
Mid
Onsite
Today
Microsoft Office SuiteProcurementTravel CoordinationEvent CoordinationFinancial AdministrationEnglish
Free
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About the Role
The Abu Dhabi International Arbitration Centre seeks an experienced Office Manager/Secretary to support the Executive Director. The role involves secretarial support, office management, procurement, travel coordination, and financial administration.
Key Skills for This Role
Microsoft Office SuiteProcurementTravel CoordinationEvent CoordinationFinancial AdministrationEnglish
Responsibilities
- Provide comprehensive secretarial support, including drafting correspondence, preparing documents, and managing diaries
- Prepare, format, and proofread institutional documents, reports, and communications in both English and Arabic
- Oversee the smooth day to day running of the office, including facilities, supplies, vendor relationships, and equipment
- Manage procurement processes: obtaining quotations, raising purchase orders, and liaising with suppliers
- Arrange travel, accommodation, and itineraries for senior management
- Coordinate logistics for institutional events, conferences, and outreach activities
- Process invoices, expense claims, and petty cash in coordination with the finance function
Requirements
- Minimum 3 years of administrative or secretarial experience in an international professional environment
- Full professional proficiency in both English and Arabic (written and spoken)
- Bachelor's degree or equivalent qualification
- Proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint)
- Experience managing office operations, procurement, and administrative systems
- Experience coordinating travel logistics and supporting senior professionals
Full Job Posting
Role Overview
- We are seeking an experienced, organised, and personable Office Manager / Secretary to join our team.
- This is a pivotal role at the heart of our operations, assisting the Executive Director with day to day administrative function.
- The successful candidate will bring experience in a professional international environment, bilingual fluency, and the maturity to manage competing priorities with discretion and initiative.
Key Responsibilities
- Provide comprehensive secretarial support, including drafting correspondence, preparing documents, and managing diaries.
- Prepare, format, and proofread institutional documents, reports, and communications to a high professional standard in both English and Arabic.
- Oversee the smooth day to day running of the office, including facilities, supplies, vendor relationships, and equipment.
- Manage procurement processes: obtaining quotations, raising purchase orders, and liaising with suppliers in compliance with institutional procedures.
- Maintain office inventory and manage relationships with service providers.
- Arrange travel, accommodation, and itineraries for senior management.
- Coordinate logistics for institutional events, conferences, and outreach activities, including those involving international participants.
- Liaise with external venues, catering providers, and event support services as required.
- Process invoices, expense claims, and petty cash in coordination with the finance function.
Required Qualifications & Experience
- Minimum 3 years of administrative or secretarial experience in an international professional environment.
- Demonstrated ability to work with colleagues, clients, and counterparts from diverse cultural and national backgrounds.
- A bachelor's degree or equivalent qualification is expected; candidates with a strong professional track record will be considered on merit.
- Full professional proficiency in both English and Arabic (written and spoken): bilingual fluency is essential.
- Demonstrated experience managing office operations, procurement, and administrative systems.
- Experience coordinating travel logistics and supporting senior professionals.
- Proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint) and general office technology.
Competencies & Personal Attributes
- Warm, professional demeanour with a genuine service orientation: represents the institution with confidence and discretion.
- Highly organised, detail oriented, and reliable, with the ability to manage multiple priorities simultaneously.
- Self starter who takes initiative and anticipates needs without waiting to be directed.
- Adaptable and comfortable operating in a start up institutional environment where priorities and workflows are still evolving.
- Collaborative team player with the ability to work effectively with colleagues at all levels.
- Culturally sensitive and experienced working in or with international, multicultural environments.
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