Executive Assistant - UAE National

دائرة الثقافة والسياحة – أبوظبي; Abu Dhabi; On-site; AED 60,000 - 120,000; Full time

Job summary

A cultural and tourism authority in Abu Dhabi is seeking an experienced executive assistant to provide comprehensive administrative support to the department Director. The role involves managing schedules, preparing reports, and assisting in budget preparations. Candidates should possess strong organizational skills, proficiency in office systems, and excellent communication abilities in English and Arabic. This position offers the opportunity to contribute to the efficient running of the department's daily activities.

Qualifications

• Experience in administrative support or executive assistance.
• Strong organizational skills and the ability to manage multiple tasks efficiently.
• Excellent communication skills in English and Arabic.
• Proficient in office systems and documentation processes.

Responsibilities

• Provide day-to-day administrative support to the department Director.
• Manage schedules and organize meetings as per the Director's request.
• Prepare department budget reports with timely data collection.
• Collate and ensure accurate report preparation.

Job description

Job Purpose:

Provide day-to-day administrative support to the department Director to ensure a smooth execution of all daily activities. Provide administrative and logistical support, follow up on relevant reports, effectively manage administrative tasks, manage schedules and office documents, and other tasks related to facilitating the administrative component of the Director’s activities.

Administrative support

• Ensure smooth and effective execution of all daily activities relating to the Director by managing time and tasks effectively, coordinating meetings, following-up on incomplete tasks and aligning key deliverables.
• Provide administrative and logistical support by proactively ordering and categorizing digital and physical paperwork.
• Continuously follow-up on relevant reports and projects in the pipeline.
• Effectively manage a diverse range of administrative tasks (e.g. correspondences, agendas, logistics etc.,) in order to provide a smooth schedule and enhance the office work efficiency.
• Manage schedules and organize meetings according to the Director’s request and proactively follow-up on re-scheduling and other minor irregularities.
• Assist in coordinating communications and thus nurturing the relationship with key stakeholders, delegations, and visitors by arranging meetings and organizing business trips.
• Methodically manage office documents and records and ensure that all documents are securely stored and protected.
• Draft letters and official correspondences as per the direction of the Director.
• Greet and receive visitors of the Director, inform the Director and ensure that required attention and hospitality are provided to the visitors.
• Work collaboratively with other Executive Assistants, ensuring up-to-date knowledge on processes and policies relating to all necessary administrative drafts.
• Other duties as applicable to the role.

Budget

• Contribute to the preparation of the department budget reports, ensuring timely collection and presentation of data.
• Support in the department approved budget planning and submission in coordination with the budget team.

Reporting

• Collate and ensure that reports are prepared timely and accurately and meet any internal requirements, policies and quality standards.