Office Administrator - our

We are seeking a professional Executive Office Administrator to join our Dubai office. This individual will be the heart of the office, ensuring smooth day-to-day operations, supporting a high-performance institutional sales team, and acting as the main liaison with DIFC authorities. In this role you will report to our Head of Middle East & Africa.

The role combines personal assistant-level organizational skills with operational, project management, and facilities management responsibilities. The successful candidate will:

• Manage office administration and facilities.
• Handle all visa and DIFC-related requirements for the team.
• Coordinate international and regional travel with precision.
• Support client engagement by ensuring flawless logistics and materials.
• Contribute to budget management, process improvement, and a positive team culture.

• Personal Support:
  Provide personal assistant support to the Head of MEA, including calendar management and meeting scheduling.
• Personal Support:
  Support internal reporting processes including Salesforce updates, expense reporting, and travel reconciliations.

• Office & Facilities Management:
  Oversee all aspects of office management including facilities, IT support coordination, suppliers, and vendors.
• Office & Facilities Management:
  Maintain office supplies, printing facilities, and ensure meeting rooms and common areas are client-ready.
• Office & Facilities Management:
  Serve as the first point of contact for visitors, clients, and external stakeholders.
• Office & Facilities Management:
  Implement health, safety, and security protocols within DIFC guidelines.

• Travel & Event Coordination:
  Plan and manage complex travel itineraries (flights, hotels, transfers, visas) for the sales team, senior leadership and visiting staff from Columbia Threadneedle.
• Travel & Event Coordination:
  Produce and update detailed travel and meeting schedules, allowing sales professionals to focus on client engagement.
• Travel & Event Coordination:
  Coordinate logistics for roadshows, investor events, and regional conferences, including venue booking, catering, branding, and collateral.
• Travel & Event Coordination:
  Manage printing and distribution of presentations, client materials, and event documentation.

• Regulatory & PRO Duties:
  Manage team visa applications, renewals, and cancellations with DIFC and UAE authorities.
• Regulatory & PRO Duties:
  Maintain company records, filings, and licenses in compliance with DIFC requirements.
• Regulatory & PRO Duties:
  Act as the primary liaison with the DIFC Authority for all office matters.
• Regulatory & PRO Duties:
  Support Senior Executive Officer and Compliance team with regulatory filings, renewals, and audits.

• Project & Process Management:
  Create and manage repeatable workflows (travel packs, onboarding kits, event templates) to streamline office efficiency.
• Project & Process Management:
  Support global sales reporting and tracking processes, ensuring data consistency in Salesforce and other systems.
• Project & Process Management:
  Drive continuous improvement of administrative and client-facing processes to save time for sales and leadership.

• Financial & Budget Oversight:
  Track and reconcile office, travel, and event-related expenses.
• Financial & Budget Oversight:
  Support the Head of MEA with budget preparation, monitoring, and reporting to regional finance teams.
• Financial & Budget Oversight:
  Negotiate with suppliers and vendors to ensure cost efficiency without compromising quality.

• Culture & Engagement:
  Act as the cultural anchor of the Dubai office, ensuring it is welcoming, collaborative, and high-performance.
• Culture & Engagement:
  Lead onboarding for new hires (workspace setup, IT access, orientation).
• Culture & Engagement:
  Organize internal events, offsites, and CSR/community engagement initiatives in line with CT global values.
• Culture & Engagement:
  Reinforce a positive, inclusive, and client-focused office culture that reflects CT’s global standards.

• Proven experience as an Office Administrator, PRO, or Personal Assistant within a DIFC-licensed firm (financial services experience strongly preferred).
• Strong knowledge of DIFC/DFSA regulations and UAE visa processes.
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Teams, and One Drive;
  Salesforce experience desirable.
• Strong organizational, multitasking, and time-management skills.
• Excellent written and verbal communication skills in English;
  Arabic is a plus.
• High attention to detail, professionalism, and client-first mindset.
• Ability to work independently and handle sensitive information with discretion.

Working at Columbia Threadneedle Investments you ll find growth and career opportunities across all of our businesses.

We re intentionally built to help you succeed. Our reach is expansive with a global team of 2,500 people working together. Our expertise is diverse with more than 650 investment professionals sharing global perspectives…