About the role
JOB PURPOSE
- Provide support and coordinate all administrative requirements of the Department as designated in an efficient and effective manner
- Follow-up on the department action plan/MoM as advised by the head of the department
- This role is for a UAE national only.
ROLES AND RESPONSIBILITIES
- Ensure proper and timely coordination of activities across functions with other Team Assistants / Executive Assistants
- Organize, file and maintain correspondence and other documentation for Department (paper & digital filing)
- Schedule appointments, prepare agenda, and coordinate arrangements for meetings
- When required, support preparation of meeting minutes and follow-up with other Departments on action points
- Screen and communicate meeting minutes, reports, and other business documents to the related stakeholders
- Coordinate / follow-up with other team members on the tasks provided by the head of the department
- Ensure to a timely correspondence to the department's requests
- Screen telephone calls and visitors, answer questions as requested, refer calls / visitors to the related person
- Coordinate travel bookings, visa applications and expense claims for all Department members
- Follow-up with other Departments on next steps and requirements as per the meeting minutes
- Organize, file and maintain correspondences and other documentation appropriately;
- Draft letters and official correspondences to concerned parties
- Prepare & format PowerPoint presentations (internal presentations / external pitches etc.) to a high professional standard
- Coordinate with other departments to process contracts, approval documents, invoices etc.
- Coordinate attendance monitoring and vacation planning for team
- Coordinate ERP actions including raising TCRFs and processing invoices
TECHNICAL AND INTERPERSONAL SKILLS
- Demonstrated skills in building and maintaining strong relationships with internal and external stakeholders
- At least practical-level command of both English and Arabic, written and spoken
- Ability to maintain confidential information
- Good communication and interpersonal skills
- Great understanding of policies, procedures & work methods
- Strong computer skills
- Excellent organization skills