Office Manager

Full job description

Company Description

Ghobash Trading & Investment (GTI) is actively engaged in multi-asset class investment activities across various geographies. These activities are carried out by a highly qualified and experienced in-house team of investment professionals. The team uses an ‘Asset Allocation Matrix’ to realize risk adjusted returns on invested capital over a long-term period.

The Company’s investment activities include direct investments in startups, taking stakes in established businesses, acquisitions of business enterprises and setting-up new businesses through collaborative joint venture route.

GTI is also active in private financial investments, including private equity and debt, venture capital, real estate, and publicly listed financial investments.

Job Description

The Office Manager is responsible for overseeing the daily administrative functions and office operations at an investment company based in the Dubai International Financial Centre (DIFC). The role requires a strong understanding of DIFC regulations and experience working in the DIFC environment. This position ensures a smooth office workflow, provides administrative support to the investment team, and maintains a professional and sophisticated office environment. As the company grows, the Office Manager will also support business-related functions such as data management and reporting.

Office Management

• Oversee daily office operations to ensure smooth functioning, including office maintenance, cleanliness, and general upkeep.
• Manage procurement of office supplies, equipment, and services while liaising with building management and external vendors for maintenance needs.
• Ensure compliance with DIFC regulations and corporate policies, and stay updated on changes in regulatory requirements that impact office operations.
• Develop and implement office policies, procedures, and Standard Operating Procedures (SOPs) to enhance efficiency and compliance.

Administrative Support

• Provide comprehensive administrative support to the investment team, including document management, filing, and correspondence.
• Coordinate deliveries, shipments, and general office-related logistics.
• Maintain accurate records and support internal audits to ensure compliance with DIFC regulations and company policies.

Meeting & Calendar Management

• Manage schedules and coordinate meetings for senior executives and team members, ensuring timely communication and follow-up.
• Organize conference rooms and ensure the necessary equipment is available for meetings.
• Support the preparation of meeting materials, presentations, and reports.

Reception & Guest Management

• Serve as the first point of contact for guests and visitors, providing a professional and welcoming environment.
• Manage reception duties, including greeting visitors, handling incoming calls, and managing general inquiries.
• Facilitate a high standard of hospitality for business meetings and events.

Regulatory & Compliance Support

• Support the company’s compliance efforts by ensuring office operations adhere to DIFC regulations.
• Coordinate with the compliance team to ensure the office is up-to-date with the latest legal requirements and corporate governance standards.
• Assist in managing and organizing legal and compliance documents related to DIFC registration and licensing.

Qualifications
 

• Minimum: High School Diploma or Degree in Business Administration, Office Management, or a related field
• Desired: Bachelor's degree in Business Administration or related field

Additional Information

Experience:

• 5+ years of experience in office management within DIFC or a similar regulatory environment.
• Experience working in an investment company or financial services firm.

Skills & Abilities:

• Strong organizational skills, understanding of DIFC regulations, administrative skills, and attention to detail.
• Knowledge of investment industry practices and proficiency with office management software (e.g., MS Office).