Office Manager, Dubai (Part-time)

Role Overview

Office Manager – Dubai (Part-time) at Caxton Associates, Dubai.

Company Overview

Caxton Associates, founded in 1983, is a global trading and investment firm with offices in London, New York, Singapore, Monaco, Dubai and Bengaluru. The firm manages client and proprietary capital through a suite of products designed to fit the specific needs of investors. Caxton employs a multi-portfolio manager framework and excels in discretionary global macro investing, leveraging diversified expertise across asset classes and markets.

Role Purpose

Provide effective day-to-day operational and administrative support to the Dubai office, serving as a consistent on-site point of contact to ensure the office runs smoothly and efficiently while supporting Portfolio Managers and the wider Dubai team whose working patterns vary by geographic markets and trading sessions.

Key Responsibilities

Facilities & Office Management

• Manage the day-to-day running of the Dubai office, including maintaining office, pantry, water and stationery supplies.
• Liaise with building management, landlords, contractors and other local vendors regarding facilities, maintenance, access and general office requirements.
• Set up meeting rooms and ensure the office environment, equipment and facilities are maintained appropriately.
• Maintain appropriate office records and inventories, including IT equipment and other office assets.

Visitor & Access Coordination

• Coordinate visitors to the office, including arranging building and security access passes and acting as the required chaperone for visitors while on the premises.

Deliveries & Logistics

• Receive and coordinate deliveries and shipments, including providing an on-site point of contact for deliveries from Caxton's other offices and external suppliers.

IT Support

• Assist Caxton's IT team with local IT requirements, including coordinating equipment deliveries, set-up, installations and troubleshooting with employees and local vendors.

Training & Compliance

• Coordinate local training requirements, including arranging and tracking mandatory training applicable to the Dubai office.
• Liaise with Compliance and other central functions in relation to local regulatory and administrative requirements, supporting local processes, submissions and information requirements as appropriate.

HR & Employee Administration

• Support HR with new joiner onboarding and other local employee administration as required.
• Assist with the administration of employee medical insurance, liaising with HR, employees and external providers as appropriate.

Finance & Expenses

• Coordinate office invoices, expenses and reimbursements and liaise with Finance as required.

Stakeholder & Cross-Office Collaboration

• Provide general administrative and operational support to the Portfolio Managers and wider Dubai team.
• Work closely with colleagues in Caxton's other offices to ensure consistency of processes and appropriate support for the Dubai office.
• Undertake other ad-hoc office management and administrative responsibilities as required.

Qualifications & Experience

• 2–4 years' experience in an Office Manager, Office Coordinator, Executive Assistant or similar administrative or operational role, ideally within financial services or another professional services environment.
• Experience managing the day-to-day requirements of a small office and working with colleagues across multiple locations and time zones.
• Previous exposure to compliance or regulatory matters within Dubai or DIFC is advantageous, although not essential; candidates with a genuine interest in developing knowledge and experience in this area are welcomed.

Skills & Competencies

• Strong organisational and administrative skills with the ability to manage multiple priorities independently.
• Proactive and practical approach, with a willingness to take ownership of day-to-day office requirements.
• Excellent interpersonal and communication skills and confidence liaising with employees, senior stakeholders, visitors, vendors and external providers.
• Strong attention to detail and a high level of discretion when dealing with confidential or sensitive matters.
• Ability to work effectively in a fast-paced environment and respond flexibly to changing requirements.
• Comfortable working independently as the primary administrative point of contact within a small office.
• Good working knowledge of Microsoft Office, including Outlook, Word, Excel and PowerPoint.
• Displays and operates to the highest degree of ethics, integrity and professionalism.

Additional Information

• Contract type: Part-time.
• Shift pattern: 20 hours across 5 days, ideally 10:00–14:00 with flexibility for the right candidate.