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