Job Description
Role Purpose:
Provide high-level administrative, coordination, and operational support to the Executive Director and Departments Directors, ensuring efficient management of communications, meetings, documentation, and follow-up actions, while maintaining confidentiality, enhancing workflow efficiency, and supporting the achievement of sector objectives and KPIs.
Key Responsibilities/Duties:
- Enhanced Executive Administrative Support
Provide high-level comprehensive administrative support to the Executive Director and sector leadership, including drafting official correspondence, reports, and meeting minutes, while ensuring accurate documentation and well-organized filing systems for efficient record management and retrieval.
- Meeting & Calendar Management
Manage and coordinate sector meetings, appointments, and schedules, including preparation of agendas, recording minutes, and tracking action items to ensure timely follow-up and execution.
- Communication & Circulation
Facilitate the effective circulation of official communications across the sector, ensuring timely dissemination to relevant stakeholders for awareness and required actions.
- Task & Deadline Coordination
Coordinate, monitor, and follow up on tasks, action items, and deadlines assigned by the Executive Director with internal departments, government entities, and external stakeholders to ensure timely completion.
- Documentation & Reporting
Organize and maintain official sector documentation and records, and support the preparation of periodic reports (e.g., monthly reports) for review and submission to the Director General.
- Confidentiality & Information Management
Handle sensitive and confidential information with high discretion, ensuring compliance with DCAA policies, and recommend appropriate access controls to safeguard information.
- Office Systems & Database Management
Maintain and update administrative databases, contact lists, and document management systems, ensuring data accuracy, accessibility, and proper recordkeeping.
- Meeting & Visit Coordination
Coordinate and arrange logistical requirements for the Executive Director's meetings, official visits, and engagements, including scheduling, venue arrangements, and required documentation. Ensure timely communication with relevant internal and external stakeholders and maintain professional standards in all arrangements.
- Stakeholder Coordination & Protocol Support
Support the Executive Director in coordinating with internal and external stakeholders by facilitating meeting arrangements, visit schedules, and necessary protocol requirements, ensuring smooth coordination and alignment without direct handling of stakeholder inquiries.
- Process Improvement & Administrative Efficiency
Review and enhance of administrative processes, workflows, and document management practices to improve efficiency and effectiveness within the sector.
- Operational Support for Plans & KPIs
Assist in monitoring the implementation of sector plans and KPIs, maintaining relevant documentation, tracking progress, and updating records within DCAA systems.
- Information Security & Compliance
Ensure adherence to confidentiality agreements, information security requirements (ISR), and DCAA policies; address audit findings, report incidents, and participate in ongoing security awareness initiatives.
Perform any additional administrative or coordination duties as assigned by the Executive Director in line with the role requirements.
Qualifications
Academic Qualifications:
- Bachelor's degree in Business Management or any equivalent degree
Certifications:
- Executive Secretarial and Office Administration.
- Advanced Business Communication.
Professional Experience:
- Minimum of 11 years of progressive experience in an administrative role with a Diploma; 5 years with a Bachelor's degree; or a 3 years with a Master's degree.
Advertiser
Dubai Civil Aviation Authority
Required Nationality
UAE Only
Monthly Salary
Unspecified
Schedule-Time
Full time
Job Posting
11/08/2026
Unposting Date
Ongoing
