Administrative Assistant

2 weeks ago

United Arab Emirates Dubai Single Family Office Full time

Job Description Job Title: Administrative Assistant / Household Coordinator Location: Dubai Employment Type: Full-Time OVERVIEW: We are seeking a highly organised, proactive, and self-motivated Administrative Assistant to support a growing family office and oversee the smooth operation of a secondary family residence in Dubai. This dual-role position requires exceptional attention to detail, the ability to anticipate needs, and the confidence to work under pressure in a dynamic environment. KEY RESPONSIBILITIES: 1.Family Office Administrative Support Provide comprehensive administrative, organisational and clerical support to the family office team. Manage calendars, schedule appointments, coordinate meetings, and handle travel arrangements. Prepare documents, reports, presentations, and maintain filing systems (digital and physical). Liaise with external service providers, banks, consultants, and government agencies as required. Track expenses, prepare reimbursements, manage invoices, and support basic bookkeeping tasks. Ensure the office operates smoothly, including handling supplies, deliveries, and vendor coordination. Support HR processes including onboarding, personnel files, and coordination with external HR services where needed. 2.Household & Second Home Management (Dubai) Oversee the daily running and upkeep of the family's secondary residence in Dubai. Manage household staff including cleaners, drivers, maintenance teams and contractors. Develop staff schedules, conduct performance checks, and ensure a high standard of service. Coordinate property maintenance, repairs, utilities, and service contracts. Ensure household supplies are stocked and processes run efficiently. Prepare the home ahead of family visits (cleaning, set-up, groceries, logistics, etc.). Handle home-related budgeting, petty cash, and supplier payments. Manage home security and access, coordinating with building management as required. REQUIRED SKILLS AND ATTRIBUTES: Highly proactive, self-motivated, and able to anticipate needs before being asked. Thrives under pressure and maintains calm, efficient work during busy or challenging periods. Excellent organisational and time-management skills. Strong interpersonal communication, both verbal and written. Discretion and confidentiality when dealing with sensitive family and business matters. Ability to multitask and prioritise complex demands. Strong problem-solving skills and resourcefulness. Professional, polished, and service-oriented. QUALIFICATIONS & EXPERIENCE: Minimum 35 years experience in administrative, personal assistant, or household management roles. Experience in private family offices, UHNW households, hospitality, or luxury service environments is highly advantageous. Proficiency in MS Office and general digital tools. Fluent in English; additional languages are a plus. WORKING CONDITIONS: Primarily office-based with regular visits to the family residence. Flexibility to respond to urgent matters outside standard working hours when required.

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