Executive Assistant - Arabic Speaker

Abu Dhabi Securities Exchange; Abu Dhabi Emirate; On-site; AED 120,000 - 180,000; Full time

Job summary

Abu Dhabi Securities Exchange is seeking an Executive Assistant in Abu Dhabi to support the chief and division with a wide range of administrative duties. The role involves calendar management, travel coordination, document handling, and high-level coordination with internal and external stakeholders.

Responsibilities include planning meetings, drafting replies, preparing materials, and ensuring timely communication while upholding strict confidentiality and professional standards.

Responsibilities

• Schedule and organize the calendar, ensuring advance notice and punctual meetings.
• Manage calls and emails, respond promptly, and prioritize urgent inquiries.
• Coordinate travel arrangements for efficient business trips.
• Plan on-site and off-site meetings, conferences, and calls with prep materials.
• Document meeting minutes and share summaries with stakeholders.
• Draft replies and manage correspondence to resolve matters promptly.
• Coordinate high-level meetings and industry events to boost visibility.
• Prepare materials and reports for meetings, including internationalization efforts.
• Organize incoming requests, replying promptly per chief directives.
• Maintain discretion and confidentiality for division data and client info.
• Establish and manage an efficient filing system for division documents.
• Assist with expense report preparation, ensuring accuracy and policy compliance.
• Support updating the division's product portfolio to stay competitive.
• Assist ad-hoc projects by researching, reporting, and delivering on time.
• Facilitate effective communication between the chief, internal teams and external partners.
• Assess external information requests and respond accurately as directed.
• Coordinate and manage communication between the chief and stakeholders.

Job description

• 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.