Administration Senior Executive

Dubai Civil Aviation Authority; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A government authority in Dubai is seeking an Executive Administrative Assistant to support the Executive Director and Department Directors. Responsibilities include managing meetings, handling administrative tasks, maintaining databases, and leading customer satisfaction surveys. Candidates should have a Bachelor’s degree and preferably 0-1 year of experience. An Administrative Skills Certification is required. The role emphasizes confidentiality and adherence to security policies.

Qualifications

• Bachelor's degree or any equivalent.
• Administrative Skills Certification required.
• Preferably 0-1 year working experience in a professional role.

Responsibilities

• Manage sector meetings and appointments, ensuring minutes and action items are up to date.
• Provide administrative assistance for operations, handling correspondence and documentation.
• Maintain the administrative database and ensure confidentiality of office documents.
• Lead the planning and administration of customer satisfaction surveys annually.
• Organize and prepare monthly reports for submission to the Director General.
• Follow up on tasks and correspondence delegated by Directors.
• Ensure compliance with confidentiality agreements and security policies.
• Perform additional administrative duties as assigned.

Education

Bachelor's degree or any equivalent

Job description

Role Purpose

To provide executive administrative assistance to the Executive Director or Departments Directors by coordinating schedules, contacts, correspondences, travel arrangements, office documentation and reporting among others administrative duties.

Key Responsibilities

• 1. Office Meetings: Manages the sector/departments’ meetings and appointments, and ensurethat meeting minutes, agendas and actions items are up to date; coordinates with other partiesfor the meeting schedules and requirements; ensures that all sector/departments’ action itemsfrom meetings are distributed in a timely manner.
• 2. Administrative Support: Manages the sector/departments’ administration requirements,subject to availability of staff; provides administrative assistance to the ExecutiveDirector/Departments’ Directors for the sector’s operations by preparing correspondence andhandling documentation management, among other duties.
• 3. Sector Communication: Distributes the sector’s correspondence to the respective officers ontime.
• 4. Office Database: Maintains the Executive Director/ Departments’ Directors’ administrativedatabase and maintains the confidentiality and safekeeping of the office documents asrequired.
• 5. Customer Surveys: Leads the planning, administration, and documentation of two customersatisfaction surveys annually.
• 6. Documentation and Reporting: Assists in organizing and maintaining official documents andpreparing the sector/departments’ monthly report for endorsement and submission to theDirector General every first week of the succeeding month.
• 7. Follow-up of Tasks & correspondence: Follow-up the responsible staff for the tasks, actionsdelegated by the Executive Director/ Departments’ Directors from time to time. Follow-up forcorrespondence of Government Departments, external entities.
• 8. Ensure compliance with non-disclosure and confidentiality agreements, as well as DCAA security policies, to safeguard both government and DCAA confidential information. Address and rectify any ISR audit findings, promptly report security incidents, and engage in ongoing security awareness training to prevent unauthorized access or disclosure.
• 9. Other Duties: Performs other office administrative job-related duties as may be assigned from time to time.

Academic Qualifications

Bachelor’s degree or any equivalent.

Certifications

Administrative Skills Certification.

Professional Experience

Preferably (0-1) year working experience in professional role.