COM-Marketing Operational Control - Admin assistant (Outsource)

Job Description

Role: Admin Assistant
Location: Abu Dhabi

Role Purpose:

Work under the general direction of Head of Corporate Communications, Marketing, ESG & IR, works independently, providing personal secretarial services and administrative assistance, exercising initiative and judgment on a regular basis.

Key Accountabilities of the role

1. Assist the Head of Corporate Communications, Marketing, ESG & IR with daily duties schedule, travel arrangements and managing an extremely active calendar of appointments, schedule new meetings, appointments, conference calls and meeting cancelations.
2. Manage the appointments and meetings on time or changing schedules, when necessary, of marketing unit heads.
3. Prepare Monthly Business review agenda, arrange the conference rooms including coordinating all meeting logistics, and distributing notes/minutes of meetings.... etc.
4. Handle the interview appointments & recruitment agencies for the Head of department
5. Arrange the confidential / sensitive documents and maintain hard copies and electronic filing system as well to ensure security, integrity, and confidentiality of data.
6. Perform secretarial duties such as answering and managing incoming calls, Greet, receive, and direct the visitors to the appropriate staff member, drafting and produces written communications (mail, letters, reports, memos, and presentations).
7. Perform general office activities /Administration related duties and operate office equipment, such as photocopy machine and scanner, routine maintenance. Managing office supplies inventory as needed and ensuring that costs are appropriately managed.
8. The maintenance supervises service staff including drivers, temp staff, filing staff & office assistant
9. Maintains office efficiency by planning, establishing, and implementing office systems standards procedures and measuring results against standards; making necessary adjustments and allocating available resources to enable successful task performance.
10. Provides executive support in a one-on-one working relationship and serves as the primary point of contact for internal and external visitors on all matters pertaining to Shari'a.
11. Supervises office support staff and direct front-desk operation.
12. Plans and coordinates arrangements for professional conferences
13. Reviews, proofreads, and edits documents prepared for the Global Head's signature
14. Oversee the team events/gathering for Strategy & Finance such as town halls & off sites
15. Compliance with ADIB internal guidelines/policies & adhere to ADIB standards & values

Specialist Skills / Technical Knowledge Required for this role:

1. Able to handle many details and challenging situations at once.
2. Strong interpersonal skills with an ability to build relationships with most senior executives.
3. Communication Skills, Organizational Ability, Time Management and Planning Skills.
4. Working knowledge of record-keeping techniques.
5. Excellent working knowledge of MS Office Applications sends emails and uses the Web for research.
6. Assist with typing and formatting ' presentations, reports, and minutes of meetings