About the role
JOB PURPOSE • Provide support and coordinate all administrative requirements of the Department as designated in an efficient and effective manner • Follow-up on the department action plan/MoM as advised by the head of the department • This role is for a UAE national only.
ROLES AND RESPONSIBILITIES • Ensure proper and timely coordination of activities across functions with other Team Assistants / Executive Assistants • Organize, file and maintain correspondence and other documentation for Department (paper & digital filing) • Schedule appointments, prepare agenda, and coordinate arrangements for meetings • When required, support preparation of meeting minutes and follow-up with other Departments on action points • Screen and communicate meeting minutes, reports, and other business documents to the related stakeholders • Coordinate / follow-up with other team members on the tasks provided by the head of the department • Ensure to a timely correspondence to the department's requests • Screen telephone calls and visitors, answer questions as requested, refer calls / visitors to the related person • Coordinate travel bookings, visa applications and expense claims for all Department members • Follow-up with other Departments on next steps and requirements as per the meeting minutes • Organize, file and maintain correspondences and other documentation appropriately; • Draft letters and official correspondences to concerned parties • Prepare & format PowerPoint presentations (internal presentations / external pitches etc.) to a high professional standard • Coordinate with other departments to process contracts, approval documents, invoices etc. • Coordinate attendance monitoring and vacation planning for team • Coordinate ERP actions including raising TCRFs and processing invoices
TECHNICAL AND INTERPERSONAL SKILLS • Demonstrated skills in building and maintaining strong relationships with internal and external stakeholders • At least practical-level command of both English and Arabic, written and spoken • Ability to maintain confidential information • Good communication and interpersonal skills • Great understanding of policies, procedures & work methods • Strong computer skills • Excellent organization skills
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