Executive Assistant - SVP Office Support

First Abu Dhabi Bank; Al Ruways Industrial City; On-site; AED 134,000 - 201,000; Full time

Job summary

First Abu Dhabi Bank is seeking an Executive Assistant to support the Senior Vice President in Abu Dhabi. The role focuses on confidential executive, secretarial, administrative, scheduling, and coordination duties to ensure the SVP's office operates efficiently.

The position involves managing diaries, meetings, documentation, and stakeholder access, while complying with organizational procedures. A Bachelor’s degree and relevant admin experience are preferred.

Qualifications

• Experience in executive assistance and secretarial support.
• Strong diary management and calendar coordination.
• Excellent written and verbal communication skills.
• Discretion and confidentiality in handling sensitive information.

Responsibilities

• Provide complete secretarial and administrative support to the SVP.
• Manage day-to-day office activities to support efficient operations.
• Coordinate administrative requirements across the department or unit.
• Maintain confidentiality and handle executive communications securely.

Skills

Executive assistance

Secretarial support

Diary management

Meeting coordination

Document preparation

Stakeholder coordination

Travel logistics

Public relations support

Education

Bachelor's degree

Job description

Executive Assistant - SVP Office Support Job Snapshot Role: Executive Assistant - SVP Office Support Location: Abu Dhabi, United Arab Emirates Industry: Banking Function: Secretary-Executive Assistant Experience: Relevant executive administrative experience Job Type: Full-time Position Overview Executive Assistant - SVP Office Support in Abu Dhabi, United Arab Emirates is a Banking opportunity with First Abu Dhabi Bank focused on providing confidential executive, secretarial, administrative, scheduling, and coordination support to a Senior Vice President. The role ensures the SVP 's office operates efficiently by managing diaries, meetings, correspondence, documentation, stakeholder access, delegations, events, and administrative workflows while maintaining discretion and compliance with organizational procedures.

Job Details

Country: United Arab Emirates City: Abu Dhabi Industry: Banking Function: Secretary-Executive Assistant Salary: 12000-18000 Estimated salary range based on similar jobs in the job city; please confirm the final offer with the employer. Gender: Any Candidate Nationality: Any Job Type: Full-time

Role Context

The Executive Assistant provides comprehensive support that enables the SVP to concentrate on strategic and business priorities while ensuring day-to-day office activities are managed accurately and professionally. The position requires strong organizational discipline, confidentiality, judgement, and proactive coordination. It also acts as an important communication link between the SVP and internal departments, external stakeholders, visiting delegations, and other parties requiring access to senior management.

Key Responsibilities

• Provide complete secretarial and administrative support to the SVP.
• Manage day-to-day office activities to support efficient business operations.
• Coordinate administrative requirements across the relevant department or business unit.
• Protect confidential information and sensitive executive communications at all times.
• Follow established confidentiality procedures and organizational controls.
• Register and track accountable documents where required.
• Maintain secure handling of executive records and correspondence.
• Manage the SVP 's diary and appointment schedule.
• Prioritize meetings according to business requirements and management direction.
• Ensure the SVP is prepared for scheduled meetings at the appropriate time.
• Assemble relevant documents, briefing papers, and supporting material in advance.
• Coordinate changes to schedules and communicate updates promptly.
• Arrange meetings initiated by the SVP.
• Draft meeting agenda topics in coordination with relevant participants.
• Prepare and distribute meeting documentation.
• Record minutes of meetings when required.
• Follow up on actions arising from executive meetings where instructed.
• Provide personal assistance and correspondence support to the SVP.
• Route incoming correspondence to the appropriate stakeholders.
• Draft routine replies and executive communications when appropriate.
• Ensure correspondence is handled accurately and within required timelines.
• Act as the first point of contact for parties seeking access to the SVP.
• Screen internal and external meeting requests.
• Prioritize requests according to urgency, relevance, and SVP direction.
• Coordinate appointments with senior stakeholders and external parties.
• Maintain a professional and responsive executive office environment.
• Prepare departmental and project documentation.
• Compile reports, presentations, briefing papers, and meeting packs.
• Ensure executive documents are completed and available before discussions.
• Review presentation materials for completeness and professional quality.
• Coordinate logistical arrangements for visiting delegations.
• Arrange relevant travel or visitor documentation where required.
• Support visa arrangements for delegations when applicable.
• Coordinate meeting rooms, transportation, access, and other logistical services.
• Ensure visitors receive timely and professional administrative support.
• Screen incoming telephone calls for the SVP.
• Respond to routine enquiries within delegated authority.
• Redirect calls to the appropriate individuals when necessary.
• Record accurate messages for matters requiring SVP attention.
• Make follow-up calls on behalf of the SVP when instructed.
• Monitor agreed actions and obtain status updates from relevant parties.
• Assist with public relations activities and executive initiatives.
• Support planning and coordination of official events and functions.
• Take a lead coordination role for selected public or private events when required.
• Ensure events reflect approved corporate brand standards and guidelines.
• Coordinate internal and external participants involved in executive events.
• Review existing office administration procedures.
• Identify opportunities to improve administrative workflows.
• Develop more efficient office systems where appropriate.
• Maintain smooth document, communication, and scheduling processes.
• Ensure office administration practices comply with corporate guidelines.
• Maintain structured filing and document management practices.
• Coordinate effectively with colleagues across departments and business units.
• Support ad hoc executive requirements as directed by the Line Manager.
• Perform other related administrative duties required for effective office operation.

Ideal Profile

The successful candidate should hold a Bachelor 's Degree and demonstrate the organizational maturity required to support senior executive leadership in a professional corporate environment. Strong experience in executive assistance, secretarial support, office administration, diary management, correspondence, meeting coordination, and document preparation will be highly relevant. Candidates should be highly discreet and capable of handling confidential business information, sensitive correspondence, and senior management matters appropriately. Excellent time management and prioritization skills are essential, particularly when managing multiple appointments, meetings, deadlines, delegations, and competing executive requirements. Strong written and verbal communication skills are important for preparing correspondence, coordinating stakeholders, drafting agendas, and recording meeting minutes. The source information provided does not specify a fixed minimum number of years of experience.

Skills Set

• Executive assistance
• Secretarial support
• Senior executive support
• Office administration
• Diary management
• Calendar management
• Meeting coordination
• Agenda preparation
• Minutes of meetings
• Executive correspondence
• Document preparation
• Report compilation
• Presentation preparation
• Confidential information handling
• Records management
• Document tracking
• Stakeholder coordination
• Visitor management
• Delegation coordination
• Travel logistics
• Visa coordination
• Telephone screening
• Executive communication
• Action tracking
• Event coordination
• Public relations support
• Corporate events
• Office workflow management
• Administrative process improvement
• Filing systems
• Time management
• Prioritization
• Business communication
• Executive office management
• Corporate governance support

Why Join Us

This role provides direct exposure to senior executive leadership within a major Banking institution and offers broad involvement in executive administration, stakeholder coordination, business communication, event support, and office operations. The position is well suited to experienced administrative professionals seeking a trusted executive support role with significant responsibility, strong organizational visibility, and opportunities to build deeper expertise in senior management coordination within a complex financial services environment.

About the Company

First Abu Dhabi Bank is headquartered in Abu Dhabi, United Arab Emirates and provides financial services across retail, corporate, commercial, private, and institutional banking. FAB 's senior leadership teams are supported by professional administrative functions that help maintain efficient communication, structured executive workflows, confidentiality, and effective coordination across the Bank.