Executive Office Manager (UAEN)

Reports to: Group Chief Executive Officer

This is a UAEN role.

Role Purpose

The Office Manager serves as the trusted right hand to the Group CEO, ensuring the smooth and effective operation of the CEO Office. This role is responsible for managing executive priorities, driving coordination across the Executive Leadership Team, and ensuring seamless communication and follow-through on key business initiatives.

Acting as the central point of coordination for the Group CEO, the Office Manager works closely with Chief Officers, Directors, Executive Assistants, and internal and external stakeholders to facilitate decision-making, monitor actions, and ensure the timely execution of strategic priorities.

This is a highly visible role requiring exceptional organizational skills, executive presence, discretion, sound judgement, and the ability to manage multiple priorities in a fast-paced corporate environment.

CEO Office Management

• Manage the day-to-day operations of the Group CEO Office, ensuring smooth administrative and operational support.
• Act as the primary point of contact for matters relating to the CEO Office.
• Manage competing priorities, ensuring the CEO's time is aligned with business priorities.
• Ensure effective preparation and coordination for executive meetings, business reviews, and strategic engagements.

Executive Coordination

• Coordinate closely with Group Chiefs, Directors, and Executive Leadership Team members on behalf of the Group CEO.
• Track key action items arising from leadership meetings and ensure timely follow-up.
• Facilitate communication between the CEO Office and business functions.
• Support cross-functional collaboration on strategic initiatives.

Stakeholder Management

• Build strong working relationships with senior internal and external stakeholders.
• Coordinate communications with Board members, government entities, strategic partners, and executive leadership where required.
• Represent the CEO Office professionally while maintaining confidentiality and diplomacy.

Executive Planning & Governance

• Coordinate executive calendars, leadership meetings, executive visits, and corporate events.
• Ensure briefing materials, presentations, reports, and documentation are prepared to a high standard.
• Maintain accurate records of executive decisions and follow-up actions.
• Support governance activities by ensuring meeting actions are monitored through to completion.

Project Coordination

• Support the execution of strategic initiatives sponsored by the Group CEO.
• Coordinate cross-functional activities across business units.
• Monitor project timelines, deliverables, risks, and dependencies.
• Escalate issues requiring executive attention.

Office Administration

• Oversee the smooth operation of the CEO Office.
• Ensure effective document management and correspondence.
• Manage confidential files and executive records.
• Drive continuous improvements to office processes and administrative efficiency.

People Leadership

• Lead, coach, and develop the Administrative Assistant reporting into the CEO Office.
• Allocate work priorities and ensure high standards of service delivery.
• Foster a culture of professionalism, accountability, and responsiveness.

Key Performance Indicators (KPIs)

• Executive action closure rate
• Timeliness of executive communications
• Stakeholder satisfaction
• Meeting effectiveness and follow-up completion
• Calendar and priority management effectiveness
• Quality and accuracy of executive documentation
• Delivery of strategic initiatives coordinated through the CEO Office
• Internal stakeholder responsiveness
• Administrative service standards

Qualifications

• Bachelor's degree in Business Administration, Management, Communications, or a related discipline.
• Professional certifications in Executive Administration or Project Management are advantageous.

Experience

• Minimum 10 years of professional experience, including significant experience supporting C-suite executives.
• Previous experience managing a CEO, Chairman, President, or Group Executive Office within a large, complex organization.
• Demonstrated experience working with Executive Leadership Teams and senior stakeholders.
• Experience coordinating cross-functional initiatives and executive governance activities.
• Previous people management experience is preferred.

Leadership Competencies

• Executive Presence
• Strategic Thinking
• Relationship Building
• Stakeholder Management
• Sound Judgement
• Planning & Prioritization
• Communication & Influence
• Problem Solving
• Adaptability
• Emotional Intelligence
• Confidentiality & Integrity
• Attention to Detail

Functional Competencies

• Executive Office Management
• Calendar & Priority Management
• Board & Executive Meeting Coordination
• Stakeholder Coordination
• Governance & Action Tracking
• Report & Presentation Preparation
• Project Coordination
• Event Management
• Administrative Leadership
• MS Office Suite (PowerPoint, Excel, Word, Outlook)

Internal

• Group Chief Executive Officer
• Group Chief Officers
• Executive Leadership Team
• Directors
• Executive Assistants
• Corporate Functions

External

• Government Authorities
• Board Members
• Strategic Partners
• Consultants
• Vendors
• External Visitors

Ideal Candidate Profile

The successful candidate is a highly polished executive office professional with exceptional organizational and interpersonal skills. They thrive in fast-paced environments, anticipate needs before they arise, and can confidently engage with senior executives while maintaining absolute discretion and professionalism. As the trusted coordinator of the Group CEO Office, they are the person others rely on to keep priorities aligned, stakeholders informed, and critical initiatives moving forward.

This version positions the role as significantly more senior than a traditional Office Manager. It reads closer to a Head of CEO Office or Executive Office Manager, which aligns with your description of someone who will be the CEO's trusted point person, coordinate across the executive team, and lead the CEO Office rather than simply manage administrative tasks.

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