Administrative Specialist
Listed on 2026-01-05
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Administrative/Clerical
Office Administrator/ Coordinator, Virtual Assistant/ Remote Admin
Job Title
Administrative Specialist
Location:
Meydan Grandstand, 6th Floor, Meydan Road, Nad Al Sheba, Dubai, U.A.E
Reports To:
Director
Job Type: Full-Time
About the CompanyOceano Apex LLC is a startup wealth management firm based in Dubai, specialising in offering personalized financial advisory and investment services to High Net Worth Individuals. With a commitment to excellence, trust, and innovation, we are shaping a new standard in the wealth management industry. We are looking for energetic and professional talent ready to grow with us.
Job SummaryWe are seeking a highly organized, resourceful, and proactive Administrative Specialist to provide comprehensive support to the Director and handle office coordination tasks. This role requires a multi-tasker with excellent communication skills who can independently manage both corporate and personal responsibilities with integrity and discretion.
Key Responsibilities- Manage daily office activities to ensure operational efficiency.
- Oversee office supplies, vendor coordination, logistics, and facility upkeep.
- Maintain structured filing systems – both physical and digital.
- Monitor and track deadlines, office tasks, projects, and follow-ups.
- Manage the Director’s calendar, schedule appointments, and coordinate meetings.
- Prepare meeting agendas, take minutes, and track action items.
- Arrange professional travel, including flights, hotels, and itineraries.
- Draft, edit, and manage internal documents, memos, presentations, and reports.
- Filter and prioritize emails, calls, and messages for the Director.
- Ensure timely completion of tasks, projects, and reminders.
- Serve as a key point of contact between the Director and internal/external stakeholders.
- Manage confidential communication with utmost discretion.
- Represent the Director professionally in communications and interactions.
- Assist with occasional personal errands and confidential non-work requests.
- Minimum 2+ years of experience as an Executive Assistant, Personal Assistant, or similar role.
- Strong command of English (written and verbal);
Arabic is an advantage. - Proficient in Microsoft Office Suite and digital office tools.
- Excellent organizational and time management skills.
- Ability to handle sensitive and confidential information professionally.
- Experience in a startup environment or financial services industry preferred.
- Excellent organizational and time management skills.
- Ability to handle sensitive and confidential information professionally.
- Experience in a startup environment or financial services industry preferred.
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