Administration Manager

Jameel Arts Centre, Dubai

This role reports to the Director and/or Head of Operations of Art Jameel UAE

Responsibilities and Duties

Administration, filing and archive management

  • Regularly update (and establish where necessary) and maintain a clear, efficient filing system, including shared folders, and a related organisational archive
  • File and safeguard important records, and archival documents, developing, maintaining and communicating protocols for document retention, retrieval, and disposal in accordance with legal requirements
  • Ensure accessibility and confidentiality of archived materials as needed
  • Regularly update (and/or establish where necessary) and maintain administrative policies and procedures, and lead/aid in efforts to streamline processes and implement best practices
  • Liaise closely with the finance and legal departments and with the senior management team to monitor and communicate to team members any changes to SOPs; update team handbooks accordingly
  • Ensure efficient coordination of administrative tasks across departments
  • Maintain and update company registrations, licences, insurance, subscriptions and other related documents 
  • Support the Events and Programming teams with temporary licences as needed
  • Support the Director and Deputy Directors with correspondence and diary management
  • Organise and set diary dates and compile agendas for team-wide meetings, Revive and Training days, liaising with counterparts in the Jeddah office for global meet-ups
  • Supervise the Administration Assistant, including in coordinating travel arrangements for Art Jameel staff and guests to ensure timely booking of flights, accommodations, transportation, and visa arrangements
  • Monitor travel expenses and adhere to budgetary guidelines
  • Develop and maintain relationships with travel vendors to secure favourable rates
  • Supervise administrative staff and provide guidance, training, and support

Legal liaison and contract management

  • Manage liaison and administration of all supplier, vendor and artist contracts for Art Jameel
  • Collaborate with relevant stakeholders to review, negotiate and finalise contracts
  • Maintain a comprehensive contract management system and monitor contract expiration dates, initiate contract renewals, amendments, or terminations as needed
  • Serve as the primary point of contact for legal matters related to administrative and operational functions
  • Collaborate with the legal department to ensure compliance with applicable laws and regulations
  • Facilitate communication between internal teams and external legal counsel

Procurement process management

  • Oversee the Procurement Coordinator, responsible for end-to-end procurement processes including requisition management, sourcing, vendor selection and purchase order issuance
  • Liaise closely with the finance department to review and monitor procurement workflows, ensuring adherence to established Art Jameel policies, procedures and regulatory requirements
  • Conduct vendor assessments and audits to assess compliance, quality and service delivery standards
  • Generate reports and presentations to provide insights into procurement activities, trends, and potential areas for improvement
  • Identify opportunities for process improvement and implement streamlined procurement procedures


  • Bachelor’s degree in Business Administration, Management or a related field
  • Proven experience in administration or related roles, preferably in the creative or related sector 
  • Excellent written and verbal communication skills in English; proficiency in Arabic and/or other languages related to the UAE is desirable 
  • Experience in contract management and legal liaison is highly desirable
  • Exceptional organisational and time management skills
  • Strong attention to detail and ability to maintain accuracy in documentation and correspondence
  • Ability to collaborate effectively with diverse teams and stakeholders
  • Strong analytical and problem-solving abilities, addressing operational challenges promptly and in a calm, solutions-oriented manner
  • Proficiency in Microsoft Office Suite and Google Suites
  • Experience with document management systems and digital archiving
  • Ability to work in a flexible, entrepreneurial, multi-tasking, fast-paced and dynamic environment

Conditions of Work

  • This is a full-time position based in Dubai, UAE.

 Benefits include:

  • Full health & dental insurance
  • Visa sponsorship, if needed
  • 25 days annual leave