Personal Assistant

Job description / Role

JOB PURPOSE: To provide administrative support to the Manager / Department Head to ensure his/her day to day functions are carried out smoothly.

This includes acting as a liaison between the Manager and department members and providing assistance to them as required, performing a range of administrative duties to facilitate the smooth running of the operations of department, handling both internal and external correspondence, maintaining and assisting with the production and distribution of reports, assisting in preparation of presentations, keeping records of meetings and key information related to Group/ Department.

Related to Direct Manager:
- Take dictation in order to draft correspondence to internal as well as external parties such business associates, vendors etc
- Read and route incoming mail. Locate and attach appropriate file to correspondence to be answered by employer
- Compose and type routine correspondence
- Organise and maintain file system, and file correspondence and other records. This includes creating personnel files for all department staff, handling confidential reports and making copies of correspondence or other printed materials as required
- Answer and screen manager's telephone calls, and arrange conference calls if required
- Coordinate Manager's schedule and make appointments
- Greet scheduled visitors and conduct to appropriate area or person
- Arrange and coordinate business travel schedules and reservations
- Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record and transcribe minutes of meetings
- Prepare outgoing mail and correspondence, including e-mail and faxes
- Collate information from those concerned and prepare reports and presentations
- Prepare/ maintain a number of key documents related to department ensuring attention to detail and accuracy are maintained at all times.

Related to the Department:
- Redirect incoming mail to the concerned department
- Complete paperwork requested by members within or outside the department and dispatch it to those concerned
- Organise the purchase of kitchen supplies or office equipment as required
- Handle queries related to the department
- Handle petty cash expenses
- Maintain leave schedule of department members
- Manage hotel bookings, travel itineraries, reservations, transportation, road shows and conference bookings on behalf of the managers in the department.

Requirements

- A good knowledge of written and spoken English is required.
- A good command of Word and Excel is required.
- Spoken and written Arabic is desirable.
- Good person-to-person communication skills are required.
- Excellent analytical skills are required.

About the Company

ADCB is a full-service commercial bank offering a wide range of products and services such as retail banking, wealth management, private banking, corporate banking, commercial banking, cash management, investment banking, corporate finance, foreign exchange, interest rate and currency derivatives, Islamic products, project finance, and property management services.