Executive Assistant

Mashreq Corporate & Investment Banking Group; United Arab Emirates; On-site; AED 60,000 - 80,000; Full time

Job summary

A leading corporate banking group in the UAE is seeking a dedicated secretary to support the Global Head of FI & NBFI. The role involves managing daily office affairs, coordinating HR services, and organizing events. The ideal candidate will have strong communication skills and proficiency in MS Office, ensuring smooth operations within the division.

Qualifications

• Proficiency in MS Office and Outlook.
• Strong communication and interpersonal skills.

Responsibilities

• Provide secretarial support to the Global Head of FI & NBFI.
• Manage schedules, travel arrangements, and expenses for the Division Head.
• Assist with HR services including recruitment and onboarding.

Skills

Communication

Multitasking

Interpersonal Skills

Tools

MS Office

Outlook

Job description

Job Responsibilities

1. Provide secretarial support to the Global Head of FI & NBFI, assisting in managing daily office affairs and executing job assignments efficiently.
2. Support all units within the FI Division regarding HR and administrative services.
3. Coordinate with secretaries of unit heads to gather HR-related information and ensure delivery of HR services.
4. Support the Division Head primarily, and Unit Managers for specific tasks such as travel and expenses.
5. Manage schedules, travel arrangements (visas, flights, hotels), and expenses for the Division Head.
6. Act as the office manager for the Dubai-based team in FI Banks and NBFI.
7. Organize client and internal events.
8. Maintain internal discipline by organizing documents, meetings, appointments, and advising on priorities to improve efficiency.
9. Manage the daily schedule, meetings, and engagements of the Global Head, coordinating with Unit Managers and Division Heads.
10. Assist with HR services including recruitment, onboarding, transfers, training nominations, promotions, appraisals, and resignation processes.
11. Implement premises strategies, including location selection and rollout for new joiners.
12. Manage meeting room bookings and administrative details to support departmental activities.
13. Guide new joiners through onboarding and maintain organizational charts.
14. Prepare correspondence, reports, and documents, ensuring accuracy and compliance.
15. Mediate with stakeholders on admin matters, travel, hotel bookings, stationery, and procurement liaison.
16. Coordinate premises projects, maintenance requests, user access, and hardware purchases.
17. Oversee reward and recognition schemes, ensuring budgets are utilized appropriately.
18. Handle staff reimbursements, claims, and loans in accordance with HR policies.
19. Organize events such as Family Day, Mashreq Forum, and off-site meetings.
20. Assist with annual team events and conventions.
21. Maintain professionalism and communication skills to manage stakeholder expectations.
22. Ensure effective interpersonal communication, especially in high-pressure situations.
23. Apply understanding of HR systems and procedures, with proficiency in MS Office and Outlook.
24. Prioritize and multitask effectively in a fast-paced environment.
25. Remain flexible and adaptable to ongoing changes, maintaining a positive attitude.