Executive Office Manager

Company Description

Hameem Technologies is an Abu Dhabi-based technology investment and innovation company focused on building national capability for the United Arab Emirates. The organization identifies, invests in, and develops advanced technologies in areas such as defence and security, artificial intelligence, autonomous systems, advanced manufacturing, and emerging technology. By combining capital, engineering expertise, and strong partnerships with world-leading firms, Hameem Technologies moves solutions from prototype to deployable capability in real operational environments.

As a mission-led company, it measures success by the value its capabilities provide to the nation and the trusted relationships it builds with government bodies, technology partners, and suppliers.

Role Description

The Executive Office Manager acts as the administrative backbone of the company. The role combines direct support to the Chief Executive Officer, managing the executive calendar, correspondence, and confidential matters, with full ownership of day-to‑day office operations and administrative support for the entire team. Given the company's compact size, this position serves as the single point of reference for all administrative, operational, and government‑liaison matters.

This is not a general administrative or receptionist role. Candidates must have direct, hands‑on experience managing a CEO or senior executive's calendar and confidential correspondence.

Key Responsibilities

Executive Support

• Manage the CEO's calendar, coordinating meetings, travel arrangements, and schedules across competing priorities with strict confidentiality
• Prepare and maintain executive correspondence, reports, presentations, and documentation with accuracy and professionalism
• Serve as the primary point of contact for internal departments and external stakeholders requiring CEO engagement
• Manage confidential information and sensitive communications in line with corporate governance standards
• Track action items and follow‑up matters arising from executive meetings, ensuring accountability and timely completion

Office Management & Team Support

• Manage day-to‑day office operations, facility maintenance, and resource allocation to support the whole team
• Coordinate office‑level administrative purchasing (office supplies, equipment, and routine office vendors)
• Provide hands‑on administrative support to all employees and keep internal work processes running smoothly
• Coordinate office facilities, security protocols, health and safety compliance, and business continuity planning
• Ensure adherence to UAE labour regulations, health standards, and organisational governance frameworks
• Prepare reports on operational metrics and budgetary performance for management review
• Liaise with government agencies and regulatory authorities to maintain compliance

Qualifications & Requirements

• UAE National (mandatory requirement)
• Fluent in Arabic and English, spoken and written, is required given the role's regular engagement with UAE government entities and regulatory authorities
• Given the company's work with government and defence‑related stakeholders, candidates must be eligible for UAE government security clearance and vetting procedures
• Bachelor's degree in Business Administration, Management, or a related discipline
• 3–5 years of relevant experience in office management and/or executive support roles, with direct exposure to senior leadership
• Proven experience dealing with senior leadership / C‑suite executives
• Strong understanding of UAE Federal Decree‑Law No. 33 of 2021 and relevant emirate‑level regulations
• Familiarity with government procedures and liaising with public authorities
• Proficiency with office management systems, scheduling software, Microsoft Office Suite, and digital collaboration tools

Skills & Competencies

• Executive calendar and time management, with exceptional organisational, prioritisation, and multitasking skills
• Office management and facilities coordination, including office‑level purchasing and vendor coordination
• Budget monitoring and cost control
• Confidentiality, discretion, and professional judgment with sensitive information
• Clear written and verbal communication across all levels, including senior leadership, in both Arabic and English
• Anticipatory thinking, proactive problem‑solving, and composure under pressure
• Reliability, integrity, and a service‑oriented mindset toward the whole team and external visitors