Office Manager (UAE)

About EXANTE

EXANTE is a wealth tech company that provides centralized trading solutions and B2B financial infrastructure that helps create value through technology.

Our proprietary trading platform enables direct market access to 1M financial instruments from a single multi-currency account, including stocks, ETFs, bonds, futures, and options.

We are a fast-growing global company with 600+ employees across 70+ locations, representing 60 nationalities, all of us following the same guiding principles:

• We believe that freedom is an inherited right

• We are catalysts

• We defend privacy

• We cater to our customers to an unprecedented degree

As a Financial company, we know our investment priorities. We invest in our people.

Join us in creating a new standard for wealth management: https://exantecareers.com

About the Role

We are looking for a presentable and experienced Office Manager to join our Administration team, the ideal candidate will have a strong background in handling the day to day office various tasks (scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees).

The successful candidate will possess excellent communication skills and other skills: problem-solving, decision-making, team building, communication, conflict resolution, negotiation, and stress management.

Reporting line: Office Management Team Lead

Location: On Site /Dubai office

Responsibilities:

• Office Administration (Two Offices): Provide comprehensive administrative support for two office locations, ensuring smooth daily operations.

• Facilities Management: Oversee technical repairs and maintenance, maintaining overall cleanliness and a pleasant office atmosphere. Manage office supplies, including ordering, stocking, and organizing.

• Mail and Package Handling: Sort and distribute incoming mail and packages.

• Document Management: Manage the flow of office documents, including photocopying, scanning, filing, and electronic document management.

• Financial Administration: Process invoices, including obtaining approvals and submitting for payment. Manage invoice filing and ensure accurate record-keeping. Contribute to budget optimization efforts. Prepare monthly expense reports.

• Inventory Management: Conduct regular inventories of office supplies and equipment.

• Reception and Communication: Provide professional reception services, including answering telephones, greeting visitors, and managing incoming and outgoing correspondence (email and mail). Handle inquiries efficiently and professionally.

• Vendor Management: Liaise with vendors and suppliers regarding deliveries, collections, repairs, and other services. Negotiate service agreements as needed.

• Client and Supplier Relations: Provide front office assistance, building and maintaining positive relationships with customers and suppliers.

• Meeting and Event Coordination: Coordinate internal and external meetings and events, including scheduling, logistics, and catering arrangements.

• C-Level Support: Provide professional and discreet support to C-level management, handling inquiries and requests with efficiency and a high level of service.

• Executive Support: Provide administrative assistance to a Director and their PA, as well as work closely with the Regional Head of Sales and their PA.

• Other Duties: Perform other tasks as assigned by management.

Requirements:

• Education: A minimum ALevel standard of education. A degree in Hospitality Management is a plus.

• Experience: Minimum of two years of experience in office administration and/or as a personal assistant. Experience in 5-star hotels, cruise ships, or golf clubs is a plus.

• Communication Skills: Excellent written and verbal communication skills in English. Additional languages are an advantage.

• Organizational Skills: Meticulous attention to detail and strong organizational abilities.

• Adaptability: Ability to thrive in a fast-paced, dynamic environment.

• Interpersonal Skills: Excellent hospitality and interpersonal skills.

• Technical Skills: Excel/ Google Sheets

Benefits

• Competitive salary & performance-based bonus program

• Corporate benefits (choose your preferred options*)

• Truly inspiring culture

• 1 000 euros allowance/per calendar year - to visit and work from any of our offices

• Ongoing education & training programs

• Opportunity to network and connect in the Corporate Events

• Global career opportunities

*Benefits/perks listed above may vary depending on the nature of your employment with the company and the country where you work