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
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.
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