Job Purpose:

Provide day-to-day administrative support to the department Director to ensure a smooth execution of all daily activities. Provide administrative and logistical support, follow up on relevant reports, effectively manage administrative tasks, manage schedules and office documents, and other tasks related to facilitating the administrative component of the Director's activities.

Key Responsibilities:

Administrative support

Ensure smooth and effective execution of all daily activities relating to the Director by managing time and tasks effectively, coordinating meetings, following up on incomplete tasks and aligning key deliverables.
Provide administrative and logistical support by proactively ordering and categorizing digital and physical paperwork.
Continuously follow-up on relevant reports and projects in the pipeline.
Effectively manage a diverse range of administrative tasks (e.g. correspondences, agendas, logistics etc.,) in order to provide a smooth schedule and enhance the office work efficiency.
Manage schedules and organize meetings according to the Director's request and proactively follow-up on re-scheduling and other minor irregularities.
Assist in coordinating communications and thus nurturing the relationship with key stakeholders, delegations, and visitors by arranging meetings and organizing business trips.
Methodically manage office documents and records and ensure that all documents are securely stored and protected.
Draft letters and official correspondences as per the direction of the Director.
Greet and receive visitors of the Director, inform the Director and ensure that required attention and hospitality are provided to the visitors.
Work collaboratively with other Executive Assistants, ensuring up-to-date knowledge on processes and policies relating to all necessary administrative drafts.

Budget

Contribute to the preparation of the department budget reports, ensuring timely collection and presentation of data.
Support in the department approved budget planning and submission in coordination with the budget team.

Reporting

Collate and ensure that reports are prepared timely and accurately and meet any internal requirements, policies and quality standards.

Job Qualifications:

Bachelor's degree in business administration (or equivalent)
1 to 8 years of experience in providing administrative support, HR or Finance background is highly desirable.
Language: Full professional English (Arabic proficiency both in speaking and writing highly desirable)
Skilled in MS Office (PowerPoint, Word and Excel)
High level of competency in relevant software applications
Administrative skills and attention to detail
Self-motivated with a proven ability to complete work in a timely manner
Ability to quickly integrate with existing business software tools and knowledge of other relevant industry software
Excellent written and verbal communication skill - including appropriate stakeholder alignment
Evidence of creating, implementing, and managing policies and procedures
Ability to multi-task and to prioritize work effectively
Ability to work under own direction and high degree of initiative

Executive Assistant

Executive Assistant

Executive Assistant (UAE National)

Executive Assistant