Executive Assistant (ENEC)

ENEC Operations; United Arab Emirates; On-site; AED 120,000 - 180,000; Full time

Job summary

A leading company in the UAE is seeking a Personal Assistant and Office Coordinator to provide comprehensive administrative support to the Executive. The role involves managing schedules, producing documentation, and liaising with key contacts. Ideal candidates will have a diploma or degree in administration and at least 6 years of relevant experience, demonstrating strong organizational and communication skills.

Qualifications

• Minimum 6 years of relevant experience.
• Strong communication and organizational skills.
• Ability to maintain confidentiality.

Responsibilities

• Manage the Executive's schedule and appointments.
• Produce documentation and correspondence.
• Liaise with internal and external contacts.

Skills

Office Management

Time Management

Diary Management

Communication

Confidentiality

Education

Diploma in Administration

Bachelor’s Degree in Business Administration

Job description

Job Purpose

To act as a personal assistant to and office coordinator for the Executive, providing complete executive administrative services including office management, time management, diary management which encompasses arranging appointments and meetings, and attending to correspondence and other clerical responsibilities.

Key Activities, Responsibilities & Accountability

Office Management and Secretarial Duties

Responsibilities and Accountabilities:

• Produce documentation such as reports, presentations, and executive responses to routine memos, letters, or correspondence to ensure well-written, consistent, accurate, and timely documentation from the Executive office.
• Provide complete telephone and correspondence services, analyze submissions, letters, agendas, memos, and determine significance; route to appropriate personnel efficiently.
• Establish and maintain records and filing systems, manage inventory and office supplies, anticipate office needs, and evaluate new office products to support the Executive's effective functioning.

Schedule and Meeting Management

Responsibilities and Accountabilities:

• Manage and maintain the Executive's schedule, including travel and conference arrangements, and modify appointments as needed.
• Prepare and coordinate meeting details, ensuring adherence to Nawah quality standards.
• Organize all aspects of meetings, including venue, invitations, memos, reports, and minutes.
• Assist in preparing presentations and briefings for the Executive.

Focal Point

Responsibilities and Accountabilities:

• Act as the contact point, screening callers and visitors to ensure only those with valid reasons contact the Executive.
• Greet visitors and manage safety briefings and security passes.

Incoming Correspondence and Phone Calls

Responsibilities and Accountabilities:

• Screen incoming mail and calls, draft responses, and redirect as necessary.

Internal and External Interface

Responsibilities and Accountabilities:

• Liaise with senior internal and external contacts, including government officials and companies domestically and overseas.

Process Control

Responsibilities and Accountabilities:

• Maintain confidentiality and discretion in all matters related to the role to protect the Executive’s and Nawah’s intellectual property.

Compliance with Fundamentals

Responsibilities and Accountabilities:

• Perform duties in accordance with Nawah's behavioral standards as outlined in the Fundamental document.

Reporting

Responsibilities and Accountabilities:

• Coordinate with Directors and Heads for report and plan preparations as requested by the Executive, ensuring timely and accurate input from across the organization.

Qualifications & Experience

Minimum Qualifications:

• Diploma in administration or relevant discipline.
• Bachelor’s degree in business administration.

Minimum Experience:

• 6 years of relevant experience.