Office Manager - AI

Role Overview

Office Manager - AI at ADIB, Abu Dhabi. This role combines elements of chief of staff, project manager, executive coordinator and organizational adviser. It requires sound judgment, initiative, discretion and the ability to work effectively with senior stakeholders across the Bank. This position is the first hire within the AI-Artificial Intelligence Group.

Role Purpose

The Office Manager provides executive coordination, project management, stakeholder management, execution support and organizational navigation to the Chief AI Officer. The role helps organize priorities, prepare executive materials, coordinate stakeholders, track actions and support the effective operation of the AI function. The role is broader than a traditional executive assistant or secretary position.

Key Responsibilities

Executive Office Management

• Manage the day-to-day operation and effectiveness of the Office of the Chief AI Officer.
• Maintain visibility of the Chief AI Officer's priorities, commitments and key relationships.
• Prepare and coordinate correspondence, presentations, briefing materials, reports, talking points and meeting materials.
• Capture important decisions, commitments and actions, and follow up until they are completed.
• Handle confidential and sensitive information with discretion and professionalism.
• Use AI-enabled productivity tools to improve efficiency and reduce routine administrative work.

Stakeholder Management

• Act as a central coordination point between the Office of the Chief AI Officer and stakeholders across the Bank.
• Build strong working relationships with Executive Management, Business Divisions, Support Functions, Governance Functions and external partners.
• Follow up on requests, commitments and actions in a timely manner.
• Coordinate interactions with the Group CEO's office, Executive Committee members and other senior stakeholders.
• Ensure stakeholders receive the context and information required for effective discussions and decisions.

Organizational Navigation and Executive Advisory Support

• Advise the Chief AI Officer on internal processes, organizational practices, stakeholder considerations and local business culture.
• Help the Chief AI Officer navigate the Bank and understand the relevant organizational context.
• Anticipate stakeholder sensitivities and identify potential issues early.
• Support effective engagement across functions and leadership levels.

Executive Reporting

• Prepare, consolidate and review executive reports, Board materials, committee papers, dashboards and management presentations.
• Ensure executive materials are clear, accurate, consistent and delivered on time.
• Track decisions, approvals, commitments and follow-up actions arising from executive forums.
• Maintain the documents and records required by the Office of the Chief AI Officer.

AI Function Coordination

• Support the establishment and development of the AI-Artificial Intelligence Group.
• Coordinate recruitment, onboarding, team activities, workshops, leadership meetings and planning sessions.
• Help establish practical operating routines and ways of working within the AI function.
• Support collaboration across AI, Technology, Digital, Data, Risk, Compliance and Business functions.

Project Management

• Support the delivery of priority projects from planning through completion.
• Translate decisions into clear workplans, milestones, owners and deadlines.
• Maintain simple project trackers covering progress, actions, risks, dependencies and decisions.
• Monitor progress, follow up with stakeholders and raise delays or issues when required.
• Support smaller special projects and help ensure agreed outcomes are delivered.

Special Assignments

• Undertake confidential, high-priority and cross-functional assignments on behalf of the Chief AI Officer.
• Gather and analyse information, structure issues and prepare practical recommendations.
• Coordinate stakeholders and follow up on agreed actions.
• Represent the Office of the Chief AI Officer in selected discussions when delegated.

Qualifications & Experience

• Current ADIB employee with strong internal knowledge of the Bank's people, processes and culture (highly preferred).
• Bachelor's degree from a recognized university.
• Minimum 7 years of relevant professional experience.
• Demonstrated project management experience.
• Experience supporting C-suite executives or senior leadership teams.

Skills & Competencies

• Fluency in Arabic and English, both written and spoken.
• Strong stakeholder management and influencing skills.
• Excellent communication, presentation and business-writing skills.
• Strong analytical and problem-solving abilities.
• Ability to manage multiple priorities and projects at the same time.
• High proficiency as a user of AI productivity tools, including Microsoft 365 Copilot, Copilot Chat and ChatGPT.
• Ability to use AI to prepare PowerPoint presentations, Excel analyses and Word documents, conduct research, and create simple personal-productivity agents for email support and document checking.
• Strong judgment, discretion and professionalism.

Additional Information

Strongly Preferred

• Internal ADIB experience across relevant functions.
• Project management certification.
• Experience in strategy, transformation, PMO, corporate planning, a CEO/CXO office or a chief of staff role.
• Understanding of UAE business culture and banking-sector governance.
• Experience in technology, digital, data, artificial intelligence or innovation functions.