Executive Secretary / HR Coordinator

Mashreqbank PSC; United Arab Emirates; On-site; AED 120,000 - 200,000; Full time

Job summary

A leading financial institution is seeking an experienced Administrative Assistant to support the Group Head in daily tasks. This role involves organizing meetings, managing schedules, handling travel arrangements, and maintaining effective communication with various stakeholders. Candidates should possess strong interpersonal skills, a good command of English, and the ability to manage sensitive situations efficiently. Proficiency in MS Office is required, and applicants should be prepared to deal with confidential information.

Qualifications

• High level of maturity required to manage various stakeholder needs.
• Must work under pressure and handle sensitive situations.
• Understanding of expense policy and HR guidelines necessary.

Responsibilities

• Provide secretarial support to Group Head.
• Organize meetings and manage the daily schedule.
• Handle travel arrangements and staff reimbursements.

Skills

Strong interpersonal skills

Good communication skills

Ability to manage stressful situations

Understanding of HR systems

Good command over English

Tools

MS Office

Outlook

Job description

Job Purpose

• Provide secretarial support to Group Head and assist in the general management of day to day affairs of the GH’s office and efficiently carry out job assignments.
• Support the group on all general admin matters.

Key Result Areas

• Maintain internal discipline of the office of the Group Head by properly organizing meetings, appointments, discussions, reminding the GH as appropriate, etc.
• Provide Group Head daily schedule of meetings, appointments, and other engagements.
• Establish regular follow up with the respective division heads and other Group Heads, as required.
• Assist in the travel arrangements, hotel bookings, stationary request placements, liaison with procurement/admin units, etc.
• Mediate between stakeholders including end users, admin & external vendors, with regard to all admin related matters.
• Coordinate and follow up on all requests logged with Admin Helpdesk for maintenance services, with Technology HelpDesk for user/access administration and hardware purchases, and with CAD for processing of staff expense reimbursement/claims.
• Handle all staff reimbursements/claims in compliance with policy.
• Assist with the onboarding of new joiners in the team.
• Assist with organizing team events, off site meetings for the team.
• Follow up on action points with the responsible and designated persons.
• Prepare the minutes of meetings related to the team meetings.
• Keep and maintain the team leaves and events tracker.
• Renders other responsibilities assigned by the Group Head from time to time.

Operating Environment, Framework and Boundaries, Working Relationships

• Interacts with other MB depts./external vendors/ internal and external stakeholders to meet the premises needs of the team.
• Works closely with Bank’s Admin Dept to resolve premises maintenance matters.
• Deals with Technology to manage communication/access issues and to deliver hardware needs (particularly for new premises/refurbishments).
• Interacts with CAD to resolve staff reimbursement issues and for improved expense management.

Problem Solving

• Ability to build consensus with a wide cross section of stakeholders which involves establishing a good rapport with various support functions/ Groups/ service providers both inside and outside the organization while implementing assigned projects.
• Prompt trouble shooting skills and practical thinking is often required to resolve administrative and maintenance issues which are sometimes complex.
• Has to have a good understanding and detailed knowledge of the Bank’s expense policy /HR policy/ Admin guidelines / CAD procedures to manage and control claims/loans/maintenance issues efficiently.
• Managing confidential matters and comply with the Bank’s policies.

Decision Making Authority & Responsibility

• Will be privy to confidential information and hence the need to maintain confidentiality at all times.
• Authorized to screen all expense claims from staff and ensure they are within Bank’s policy.

Knowledge, Skills and Experience

• High level of maturity and good communication skills are required to balance the needs and expectations of external stakeholders and employees.
• Strong interpersonal and communication skills. With good command over English.
• Ability to manage stressful situations caused by the sensitive nature of the position.
• Must be able to work under pressure with short/challenging situations.
• Understanding of HR systems and procedures, good computer skills (MS Office & Outlook)