Administrative /PA/EA/Secretarial

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The Company:
A large construction company based in Abu Dhabi
The Role:
Provide administrative support to the Top Management Chairman/ CEO / COO and increase efficiency through organizational and planning skills.

Major Responsibilities: 
•    Support and ensure the Company’s workplace culture is consistent with the Company’s Core Values: DRIVE. 
•    Acting as the administrative point of contact between the Chairman and Board Members, and internal/external clients to ensure efficiency at all times. 
•    Prepares and distributes minutes of Board Meetings and Business Development Meetings and follows up on actions as necessary.
•    Prepares agendas and other material for the Board Members for use on official meetings.
•    Monitors follow through on decisions taken at meetings.
•    Assists Management with preparation of presentation materials.
•    Arranges travel itineraries, visas and hotel accommodations for Board Members.
•    Responsible for calendar management, requiring interaction with domestic and international clients, to coordinate a variety of meetings.
•    Arranges appointments and maintains all the Board Members calendar and ascertain which events require their presence.
•    Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
•    Ensures that correspondence intended for Board Members signature is accurate and properly addressed.
•    Maintains an organized filing system of paper and electronic documents.
•    Secures information by completing data base backups.
•    Handles all emails and correspondence confidential and sensitive matters with discretion.
•    Acts as the point of contact between Board Members and internal or external colleagues.
•    Maintains up-to-date contacts database of all the domestic and international clients.
•    Works closely with the Board Members to coordinate and send internal memos.
•    Uses various software, including word processing, spreadsheets, databases, and presentation software.
•    Takes initiative during Board Members’ absence.
•    Seeks greater role in projects within administrative and other areas of competence.
•    Updates and chase delegated tasks to ensure progress to deadlines.
•    Shall be familiar with all HSE Procedures relating to the work being carried out under their supervision, and ensure that the workplace is maintained in a safe and tidy condition.
•    Aware of Quality Systems and safe design practice. Adherence to, working instructions and procedures in accordance with the Company’s Quality Assurance policy.
•    Contributes to team effort by accomplishing related results as needed.
•    Exercise a personal duty of care for their own health, safety and welfare and to that of others.
Desired Qualifications & Skills Required 
•    A degree in management preferred 
•    Minimum 5 years of experience as an Executive Assistant of which 2 years in the secretary role working in the UAE region
•    Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities 
•    Ability to work under pressure 
•    Attention to detail and accuracy 
•    Able to work with a multicultural environment 
•    Professional level verbal and written communications (Arabic and English)
•    Maintains confidentiality and discretion at all times

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