Executive Assistant - Arabic Speaker

Abu Dhabi Securities Exchange; Abu Dhabi; On-site; AED 180,000 - 240,000; Full time

Job summary

Abu Dhabi Securities Exchange is seeking an organized and discreet executive assistant to support the division’s leadership and operations in Abu Dhabi. The role focuses on implementing policies, coordinating high-level meetings, and ensuring confidential handling of information.

Responsibilities include calendar management, communications, travel arrangements, meeting material preparation, minutes, and timely responses to inquiries.

Responsibilities

• Schedule and organize the calendar, ensuring punctuality for meetings and appointments, scheduling adjustments as needed.
• Perform efficient management of call and email correspondence, promptly responding to inquiries, prioritizing urgent matters, and taking necessary actions to streamline communication flow.
• Coordinate travel arrangements, resulting in organized trips for enhanced operational efficiency.
• Plan and organize on-site and off-site meetings, conferences, and calls, assisting with the preparation and advance distribution of all essential materials.
• Document meeting minutes and distribute summaries to relevant stakeholders for comprehensive and transparent communication.
• Manage calls and correspondence, proactively taking the initiative in drafting and finalizing replies where necessary to facilitate prompt and appropriate resolution of all matters.
• Coordinate high-level meetings, conferences, and industry events, contributing to overall success and visibility.
• Prepare materials and reports for meetings related to the division (e.g., internationalization efforts), equipping them with relevant information for effective engagements.
• Organize and manage incoming requests and communications promptly, delivering a timely response to inquiries and requests in alignment with the chief directives, thereby fostering positive relationships with both internal and external stakeholders.
• Uphold the highest level of discretion and confidentiality regarding ADX division data and client information, fostering trust and integrity across operations.

Job description

Policies, Systems, Processes & Procedures

• Provide input and implement policies, systems, and procedures for the assigned team so that all relevant procedural requirements are fulfilled.
• Demonstrate compliance with the organization's values and ethics at all times to support the establishment of a value drive culture within the organization.

Executive Assistance

• Schedule and organize the calendar, providing advance awareness of the schedule, and maintaining punctuality for meetings and appointments, scheduling adjustments as needed.
• Perform efficient management of call and email correspondence, promptly responding to inquiries, prioritizing urgent matters, and taking necessary actions to streamline communication flow.
• Coordinate travel arrangements, resulting in organized trips for enhanced operational efficiency.
• Plan and organize on-site and off-site meetings, conferences, and calls, assisting with the preparation and advance distribution of all essential materials.
• Document meeting minutes and distribute summaries to relevant stakeholders for comprehensive and transparent communication.
• Manage calls and correspondence, proactively taking the initiative in drafting and finalizing replies where necessary to facilitate prompt and appropriate resolution of all matters.
• Coordinate high-level meetings, conferences, and industry events, contributing to overall success and visibility.
• Prepare materials and reports for meetings related to the divison (e.g., internationalization efforts), equipping them with relevant information for effective engagements.
• Organize and manage incoming requests and communications promptly, delivering a timely response to inquiries and requests in alignment with the chief directives, thereby fostering positive relationships with both internal and external stakeholders.
• Uphold the highest level of discretion and confidentiality regarding ADX division data and client information, fostering trust and integrity across operations.

Administration Support

• Establish and manage an efficient filing system for essential documents and data within the division, facilitating the efficient organization and maintenance of critical information.
• Provide support with the preparation of expense reports, contributing to accuracy, compliance with policies, and timely submission.
• Provide support with maintaining and updating the product portfolio for the division, contributing to enhanced market competitiveness, diversified offerings, and alignment with evolving industry trends.
• Assist with ad-hoc projects and initiatives relating to the division, by conducting research, preparing reports, and facilitating timely completion.

Key Stakeholder Collaboration

• Facilitate effective communication at all levels between the chief and internal departments and external stakeholders, fostering transparent and seamless information exchange.
• Assess information requests from external parties, providing accurate and timely responses in line with the chief directives.
• Coordinate and manage communication between the chief and stakeholders, maintaining that relevant information is conveyed in a timely and effective manner.