Administrative Assistant

ENEC Operations; United Arab Emirates; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading UAE energy firm is seeking a skilled administrative professional to provide comprehensive support to the Director/Manager. This role includes time and office management, maintaining confidentiality, and ensuring effective communication. Candidates must be fluent in English. This position is exclusive to those within the UAE.

Qualifications

• Provide comprehensive administrative support to the Director/Manager.
• Ensure effective time management and avoid schedule conflicts.
• Maintain up-to-date filing and record management systems.

Responsibilities

• Screen calls and correspondence for the Director/Manager.
• Organize meetings and oversee venue and logistics.
• Process invoices and maintain confidentiality.

Skills

Fluent English

Job description

Job Purpose

Employee Group: Only for UAE

To provide a complete administrative services to the Director/ Manager including office management, time management, corresponding, calendar management, logistics management, office supplies and clerical responsibilities.

Responsibilities

• Screen incoming mail and telephone calls, draft responses, redirect correspondence and callers to the appropriate personnel and obtain additional information where necessary.
• Provide a time management/ diary service on behalf the Director/ Manager in order to ensure effective time usage and to avoid conflicting schedules.
• Design, organize and implement appropriate filing and record management systems to ensure that records are always current and accessible with ease.
• Assist the Director/ Manager in preparing presentations, graphs, and statistics in order to ensure they are fully prepared for their meetings.
• Organize and oversee all aspects of meetings held by the Director/ Manager including venue arrangements, invitations, memos, reports and minutes of meetings.
• Observe and apply strict levels of confidentiality and discretion in all matters related to the performance of role in order to ensure that the Director/ Manager (and as an extension Nawah's) intellectual property is guarded at all times.
• Coordinate travel arrangements with travel coordinators for the Director/ Manager.
• Act as a Subject Matter Expert (SME) on travel and expense policies and procedures including use of Human Resources Management System (HRMS) system.
• Process invoices on behalf of the Director/ Manager in liaison with the procurement and finance team ensuring compliance with Nawah's procurement and finance procedures.
• Produce various forms of documentation such as reports, presentations, memos and e-mails as required by the Director/ Manager to ensure that well written, consistent, accurate and timely documentation originates from the Director/ Manager.
• Arrange office supplies and stationary needed by the Division/ Department and ensure their availability at all times.

Stakeholder Engagement

• Practice and encourage open and effective communication internally and externally in order to build and nurture effective working relationships.

The incumbent is expected to perform standard activities as per attachments 4 & 5 in the Job Description procedure (relating to Health, Safety and Environment, Security and Business Continuity, People Management, Excellence and Quality ManagementResponsibilities & Accountabilities (contd.)

N/A

Professional Certifications

Minimum: Not required

Qualifications

• English: Fluent

Note: This position is only for UAE .

Experience

Not specified