Executive Office Manager

Executive Office Manager, Abu Dhabi

This opportunity is open to UAE Nationals only, in line with our national talent commitment.

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 organisation identifies, invests in, and develops advanced technologies across 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, we measure success by the value our capabilities provide to the nation and by the trusted relationships we build with government bodies, technology partners, and suppliers.

Role Description

The Executive Office Manager is the administrative backbone of the company. The role brings together three areas: direct support to the Chief Executive Officer, covering the executive calendar, correspondence, and confidential matters; full ownership of daily office operations and administrative support for the entire team; and the planning and delivery of company events, exhibition participation, and hospitality for visiting delegations. Given our compact size, this position is the single point of reference for all administrative, operational, event, and government liaison matters.

This is not a general administrative or reception role. Candidates must have direct experience managing the calendar and confidential correspondence of a CEO or senior executive, and be comfortable running events and external representation alongside daily office responsibilities.

Key Responsibilities

Executive Support

• Manage the CEO's calendar and travel, coordinating meetings and schedules across competing priorities
• Prepare and maintain executive correspondence, reports, presentations, and management documentation
• Act as the gateway for internal departments and external parties seeking CEO time, decisions, or signatures
• Safeguard confidential information and sensitive communications in line with corporate governance standards
• Track action items arising from executive meetings and follow them through to timely completion

Office Management and Team Support

• Run daily office operations, including facilities, maintenance, and resource allocation for the whole team
• Manage routine office purchasing and service vendors, covering supplies, equipment, and office contracts
• Provide practical administrative support to all employees and keep internal work processes running smoothly
• Maintain office security protocols, health and safety compliance, and business continuity arrangements
• Apply UAE labour regulations and internal governance requirements in office and staff administration
• Liaise with government agencies and regulatory authorities on licensing, permits, and compliance submissions
• Report on office operating costs and administrative budget performance for management review

Events, Exhibitions, and Corporate Hospitality

• Plan and deliver company events, including staff events, leadership sessions, and official ceremonies
• Manage the company's participation in exhibitions and conferences, covering registration, stand logistics, collateral, and staffing rosters
• Appoint and manage event vendors, obtain quotations, raise purchase requests, and reconcile the event budget after each activity
• Arrange protocol and hospitality for visiting delegations, government officials, and partner executives, including invitations, agendas, transport, and gifts
• Book travel and accommodation for staff attending events inside and outside the UAE
• Work with the communications function on event branding, photography, and approved messaging

Qualifications and Requirements

• UAE National, mandatory
• Fluent in Arabic and English, spoken and written, given the regular engagement with UAE government entities and regulatory authorities
• Eligible for UAE government security clearance and vetting procedures, given our work with government and defence stakeholders
• Bachelor's degree in Business Administration, Management, or a related discipline
• 3 to 5 years of relevant experience in office management or executive support, with direct exposure to senior leadership
• Proven experience working with 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 and Competencies

• Executive calendar and time management, with exceptional organisation, prioritisation, and multitasking
• 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 in Arabic and English, at all levels including senior leadership
• Anticipatory thinking, proactive problem solving, and composure under pressure
• Reliability, integrity, and a service oriented mindset toward colleagues and external visitors