Executive Office Administrator

Position Summary

We are seeking a reliable and organized Executive Office Administrator to ensure smooth day-to-day operations across office administration, governance support, finance, HR, IT, and member relations. This role also serves as a trusted and ethical assistant to the CEO. The ideal candidate is detail-oriented, energetic, and personable, able to follow instructions precisely, support internal operations efficiently, and build positive relationships with stakeholders and member offices.

Reporting Relationship

This position reports to the Chief Executive Officer. FBCG is run by a small friendly and highly motivated team. Each member can make a difference in enriching the output and raising FBCG’s profile.

Role and responsibilities

Office Administration and Executive Support

Manage office upkeep, utilities, vendors, cleaning, insurance, and hospitality
Oversee office supplies, inventory, mailing, and courier services
Ensure the office remains functional and presentable
Assist with trade license renewals by preparing and organizing required documents
Liaise with DIFC and external service providers as instructed
Manage the CEO calendar, schedule meetings, and prepare materials as instructed
Coordinate travel arrangements for CEO, team, and stakeholders
Support the CEO with ad hoc administrative tasks

Governance and Board Support (Support Role)

· Schedule Board and committee meetings, manage logistics, and circulate materials
· Compile and prepare documents for auditors or advisors
· Take minutes or notes if required
· Support policy and administrative files under guidance

Accounting and Finance Coordination

Collect invoices, receipts, and expense forms
Prepare monthly documentation for the accountant
Track and organize vendor, member, and event billing under guidance

HR Administration

Support onboarding and exit processes including visas and documentation
Track attendance and leave
Coordinate medical insurance administration

IT and Systems Administration

Track software subscriptions and renewals
Maintain shared drives and digital records
Provide basic IT support, including account setup under guidance

Member Relations and Communications

Manage RSVPs and send communications drafted by the CEO
Follow up on event participation or administrative matters using scripts
Maintain positive rapport with member offices, executive assistants, and teams
Maintain and update the member database in Excel and CRM platforms under guidance

Additional Support

Assist with ad hoc projects and internal initiatives as instructed
Provide logistical support for committees, events, and internal operations

Competencies and skills

Excellent time management and organizational skills
Strong attention to detail
High professional maturity with amiable and confident interpersonal skills
Extroverted, builds trusted relationships across all levels internally and externally
Proactive, self-starter, self-motivated with a can-do attitude
Outstanding written and verbal communication skills
Works independently and collaboratively as needed
Maintains discretion and confidentiality at all times

Requirements

Bachelor’s degree (BA or BSc)
Minimum 4 years experience in office administration, operations, or executive support
Proficiency in Microsoft Outlook, Word, and Excel is critical
Experience with CRM platforms or database management preferred