The posting
Role Title: Office Manager – Dubai (part-time)
Location: Dubai
Shift pattern: 20 hours across 5 days (ideally 10:00 – 14:00 with flexibility for the right candidate)
About Caxton Associates:
Caxton Associates, founded in 1983, is a global trading and investment firm with offices in London, New York, Singapore, Monaco, Dubai and Bengaluru. Caxton Associates’ primary business is to manage client and proprietary capital through a suite of products designed to fit the specific needs of investors. Employing a multi-portfolio manager framework, Caxton excels in discretionary global macro investing, leveraging its diversified expertise across asset classes and markets.
About the role:
Caxton is looking to recruit a part-time Office Manager for our Dubai office. This person will be responsible for the effective day-to-day operation of the office, providing a consistent on-site point of contact and ensuring the office runs smoothly and efficiently.
The role will provide operational and administrative support to the Portfolio Managers and wider Dubai team, whose working patterns vary according to the geographic markets and trading sessions they cover. The Office Manager will provide continuity of office coverage and take ownership of routine operational matters, while also acting as a key local point of contact for Caxton’s central HR, IT, Finance and Compliance teams.
Requirements
- 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.
- Coordinate visitors to the office, including arranging building and security access passes and acting as the required chaperone for visitors while on the premises.
- Receive and coordinate deliveries and shipments, including providing an on-site point of contact for deliveries from Caxton’s other offices and external suppliers.
- Assist Caxton’s IT team with local IT requirements, including coordinating equipment deliveries, set-up, installations and troubleshooting with employees and local vendors.
- Coordinate local training requirements, including arranging and tracking mandatory training applicable to the Dubai office.
- 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.
- Liaise with Compliance and other central functions in relation to local regulatory and administrative requirements, supporting local processes, submissions and information requirements as appropriate.
- Coordinate office invoices, expenses and reimbursements and liaise with Finance as required.
- Maintain appropriate office records and inventories, including IT equipment and other office assets.
- Set up meeting rooms and ensure the office environment, equipment and facilities are maintained appropriately.
- 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.
Experience:
- 2-4 years’ experience in an Office Manager, Office Coordinator, Executive Assistant or similar administrative/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/DIFC would be advantageous, although not essential. We would also welcome candidates with a genuine interest in developing their knowledge and experience in this area.
- 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.
