Executive Assistant

Job description / Role

Our client, a large financial institution is urgently recruiting for an Executive Assistant to be based in Abu Dhabi.

In this role, you will have the following responsibilities:
• Provide administrative and secretarial support to the Executive Director using thorough knowledge of the organisation with little direction
• Perform a variety of administrative or executive support tasks that are highly confidential and sensitive.
• Analyse and organise office operations and procedures such as bookkeeping, preparation of staff performance reviews, leaves, attendance, etc, information management, filing systems, requisition of supplies, and other administrative services
• Coordinate complex diary/travel arrangements; utilise extensive forward planning and time management
• Prepare internal and external correspondence
• Review, proofread, and edit documents prepared for the manager’s signature
• Take and transcribe dictation on technical and confidential matters from the manager
• Coordinate and facilitate the manager's calendar to arrange appointments, meetings, and conferences; in regular contact with industry and government officials and senior management in other firms
• Assist with the establishment, revision and maintenance of office procedures and policies
• Read and screen incoming correspondence and reports; make preliminary assessment of the importance of materials and organises documents; handle some matters personally and forwards appropriate materials to the manager and staff
• Research, compile, assimilate, and prepare confidential and sensitive documents, and briefs the manager regarding content
• E-mail management
• Prepare presentations and budgets
• Receive and screen incoming calls and visitors, determines which are priority matters, and alerts the manager accordingly. Make referrals to appropriate staff or provides requested information
• Maintain good relationships with other administrative, Operations and support staff
• Handle highly confidential files and records, including correspondence, budgets, complex financial reports and staff documentation.
• Maximise office administration efficiency and productivity through proficient workflows Research and develop resources that create timely and efficient workflow
• Establish uniform correspondence procedures and style practices
• Formulate procedures for systematic retention, protection, retrieval, transfer, and disposal of records
• Prepare departmental budget and budget reviews for presentation
• Review administrative, clerical and staff records to ensure completeness, accuracy, and timeliness
• Prepare and/or consolidate departmental activities reports for management
• Coordinate and supervise activities of various administrative, clerical, and support staff within the department
• Effectively manages direct reports including appropriate and timely performance management and development discussions
• Maintain contact with persons in similar roles with internal and external affiliates
• Act as liaison between the manager, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments

Requirements

• Bachelor or university degree holder
• With minimum 5 years of extensive experience in providing high level of secretarial / administration support to senior management
• Have strong fluency in English and knowledge in another language is a plus
• Strong background and familiar in using complex functionality in Microsoft application
• Willing to be based and to work in Abu Dhabi

About the Company

Black Pearl is a human resources and recruitment agency that provides a holistic business and talent solution in a progressive, dynamic, and efficient way.

We pride ourselves as a unique black pearl and strive to delight our clients with a personalized partnership that helps them propel towards success.

Whether you need to find top talent, your next great job opportunity, or a consulting solution for managing your business, engaging employees, evolving your work culture, planning your people strategy, or resourcing challenges, we can help.