Executive - Admin Assistant
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Key skills for this role
About the Role
AD Ports Group is seeking an Executive Admin Assistant to support the Chief in day-to-day administrative operations. The role involves calendar management, meeting scheduling, presentations, correspondence, and project management support.
Key Skills for This Role
Responsibilities
- Carry out administrative tasks such as managing calendars, organizing meetings, distributing materials, taking minutes, arranging visits and handling correspondence on behalf of the Chief
- Ensure the office runs smoothly and efficiently by maintaining office supplies, managing office spaces, and coordinating repairs and maintenance work
- Provide project management support for International Office initiatives as directed by the Chief
- Facilitate communications between the Chief Office and other departments
- Act as the focal point for all external communications
- Assist in the execution of corporate events and arrangement of logistics
- Assist in the development and execution of Unit administrative policies and procedures
- Monitor Unit budget, track expenses and highlight any issue
- Conduct research and gather information for the Chief to support decision making and project planning
- Prepare presentations and reports to the Chief reflecting current office activities, status and issues
Requirements
- Bachelor's degree in Business Administration or related field
- 6 8 years of experience in a similar role
- Excellent English and Arabic languages
- Proficient in Microsoft Office Suite
- Ability to handle confidential information
Full Job Posting
About International Office Unit
- To deliver on the global expansion ambitions of the UAE's leadership, AD Ports Group senior management established the international offices (IO) in March 2022.
- The main function is the origination, assessment, transaction development and implementation of global projects, as well establishing and maintaining relationships with government stakeholders, customers and other partners.
- AD Ports Group now has presence in almost 40 plus countries.
Educational and Technical Qualifications
- Bachelor's degree in Business Administration or a related field.
Language Skills
- Excellent English and Arabic Languages
Years of Experience
- A minimum of 6 8 years of experience in a similar role
Nature of Experience
- Excellent written and verbal communication skills.
- Proficient in Microsoft Office Suite.
- Ability to work independently and as part of a team.
- Ability to handle confidential information.
- Detail oriented and organized, with the ability to maintain accurate office records and documentation.
- Demonstrated ability to prioritize and manage multiple tasks simultaneously.
- Good skills in time management, planning schedule and meeting deadlines.
Core Responsibilities
- Carry out administrative tasks such as managing calendars, organizing meetings, distributing materials, taking minutes, arranging visits and handling correspondence on behalf of the Chief.
- Ensure the office runs smoothly and efficiently by maintaining office supplies, managing office spaces, and coordinating repairs and maintenance work.
- Provide project management support for International Office initiatives as directed by the Chief.
- Facilitate communications between the Chief Office and other departments within the same Unit as well as communications and official correspondence among the Chief Office and other Units/Clusters.
- Act as the focal point for all external communications and ensure to answer stakeholders effectively and efficiently.
- Assist in the execution of corporate events and arrangement of logistics including room reservations, agenda preparation and catering arrangements.
- Assist in the development and execution of Unit administrative policies and procedures and ensure adherence from all departments.
- Monitor Unit budget, track expenses and highlight any issue for further consideration.
- Conduct research and gather information for the Chief to support decision making and project planning.
- Prepare presentations and reports to the Chief reflecting current office activities, status and issues.
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