Executive Assistant

Masdar (Abu Dhabi Future Energy Company); Greater London; Hybrid; GBP 35,000 - 45,000; Full time

Job summary

A leading clean energy company in Greater London seeks an executive assistant for their London office. The successful candidate will be responsible for providing administrative support to the director, managing calendars, and coordinating meetings while ensuring confidentiality. Ideal candidates should possess a diploma in business, with 3-5 years of relevant experience and strong knowledge of MS Office. This role supports dynamic office processes and contributes to organizational initiatives.

Qualifications

• 3-5 years’ experience as an executive assistant or in a senior administrative role.
• Ability to manage a variable workload with timely completion.
• Must handle sensitive and confidential information.

Responsibilities

• Perform general administrative duties supporting the director.
• Coordinate business meetings and manage calendars.
• Control documents and ensure confidentiality.

Skills

Good communication skills

Calendar management

MS Office proficiency

Education

Diploma in business, administration or related field

Bachelor's degree in business or related field

Tools

Oracle

MS Word

MS Excel

MS PowerPoint

MS Outlook

Job description

Masdar is the UAE’s clean energy champion and one of the largest companies of its kind in the world, advancing the development and deployment of renewable energy and green hydrogen technologies to address global sustainability challenges. Established in 2006, Masdar is today active in over 40 countries, helping them to achieve their clean energy objectives and advance sustainable development.

Masdar is jointly owned by Abu Dhabi National Oil Company (ADNOC), Mubadala Investment Company (Mubadala), and Abu Dhabi National Energy Company (TAQA), and under this ownership the company is targeting a renewable energy portfolio capacity of at least 100 gigawatts (GW) by 2030 and an annual green hydrogen production capacity of up to 1 million tonnes by the same year.

Job Description

To handle all the Director’s administrative duties/executive support and assist the team with coordination and general administrative duties to support the achievement of objectives.

Please note that this role requires a minimum of three days per week working from our Paddington, London office. On occasions when the UK Director is working on-site, you may be required to attend up to four days per week.

Responsibilities

Performance of general administrative duties

• Screening inquiries, emails, and requests professionally to ensure courteous and timely handling.
• Lead weekly / daily Director briefings on priorities & outstanding actions.
• Meet and greet division / unit / department visitors to ensure smooth visits.
• Manage the Director’s and team’s calendars and coordinate meetings accurately.
• Set up all types of business meetings including high level meetings with internal and external parties and stakeholders (booking rooms & venues).
• Coordinate Director business travel logistics including flights, hotels, meetings, etc.; prepare detailed business trip packs.
• Support the Director by ensuring all necessary paperwork is ready ahead of meetings.
• Submit expenses and other payments as needed.

Control of documents

• Perform document control by implementing procedures, execution numbers, and protocols to reference, file, maintain, and update documents in hard and soft copies.
• Ensure all office files are managed according to confidential and internal processes.
• Manage filing of important documents, including proactive distribution to relevant colleagues.

Preparation and review of documents

• Prepare background documents and outgoing mail; review and summarize reports and documents.
• Prepare, draft, and execute letters to all stakeholders as requested.
• Ensure appropriate materials are provided ahead of review/meeting, screen and suggest changes/additional information.
• Assist the Director and team with preparation of presentation materials.

Coordination with other divisions / departments

• Work closely with other divisions / departments to ensure the team receives required support for projects and activities.
• Coordinate with relevant parties to ensure marketing and other related materials are drafted, translated, printed, and ready for all marketing and media, or executive events.
• Work closely with other coordinators to ensure collaboration and alignment of duties and processes.

Support smooth flow of divisional / departmental operations and contribution to ad-hoc initiatives/work

• Perform system updates and other system-related functions (Oracle) to support the team with routine operations via the system.
• Support coordination with third parties to ensure they deliver services per applicable service level agreements.
• Support the team in execution of projects/initiatives as required by the Director to contribute to project objectives in a timely and effective manner.

Qualifications

Preferred Qualifications

• Diploma in business, administration or related field.
• Bachelor's degree in business or related field is an asset.

Preferred Experience

• 3-5 years’ experience as an executive assistant or in a senior administrative role gaining exposure to general office processes and senior executive support.

Additional Information

Job-Specific Skills

• Good communication skills and ability to work in a dynamic fast-paced, diverse environment.
• Ability to prioritize and organize through calendar management skills.
• Ability to manage own variable workload, ensuring timely and accurate completion of assigned work.
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.
• Must be fully aware of the sensitivity and confidentiality of the unit.

Established in 2006, Masdar (Abu Dhabi Future Energy Company) is a global clean energy leader, transforming how the world produces and consumes energy through bold innovation and commercial excellence.

As part of the application process, we will collect, store and process personal information about you.

Masdar will use your personal information in accordance with our Candidate Privacy Notice, which provides details on the purposes for which your data is processed.