Senior Administrative Assistant

About ICBA

Job Summary

Administrative Support

• Manage the Chief Scientist's calendar, meetings, speaking engagements, and conferences.
• Prepare briefing notes, talking points, and other background materials.
• Take meeting minutes and follow up on agreed action plans.
• Maintain division databases and filing systems.
• Process purchase requests and expense reports.
• Contribute to reports, publication lists, project briefs, and presentations.

Recruitment and Translation

• Support recruitment of consultants and support staff by preparing terms of reference, obtaining budget approvals, and preparing advertising documentation.
• Assist with payment requests based on deliverables.
• Arrange translation services when required.
• Provide translation support as needed.

Travel and Events

• Serve as Travel Coordinator for the Directorate of Programs.
• Coordinate local and international events, including flights, visas, accommodation, and transportation.
• Collaborate with HR and Finance on travel, allowances, and logistical needs.
• Provide cover for the Director General's secretary when necessary.

Qualifications and Experience

• Bachelor's degree in Business Administration, Management, or a related field.
• 3 to 5 years of senior administrative or executive assistant experience.
• Experience supporting senior management in a fast-paced environment.
• Strong organization, attention to detail, multitasking, and time-management skills.
• Excellent written and verbal English communication skills.
• Proficiency in Microsoft Office Suite and other office software tools.
• Arabic or Russian fluency is an advantage.
• Research or non-profit organization experience is preferred.

Location and Employment

• The position is full-time and based in Dubai, United Arab Emirates.
• Source metadata identifies the workplace as onsite.