Senior Office Coordinator

Job description / Role

Job Specific Accountabilities
- Establish high level of confidentiality at all times, without restricting the flow of essential information to the right people and responsible for the highly confidential files, matters and documents for the management.
- Organize, plan, and prioritize work by developing specific goals to prioritize, organize, and accomplish work in line with business schedules.
- Perform day-to-day administrative tasks such as maintaining information files and processing paperwork. Prepare responses to correspondence containing routine inquiries. Prepare external and internal routine letters and reports from brief notes or verbal instructions, handle computer-generated reports using applicable office software. Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
- Read and analyse incoming memos, submissions, and reports in order to determine their significance and plan their distribution. Open, sort, and distribute incoming correspondence, including faxes and email. File and retrieve corporate documents, records, and reports.
- Document, record information by translating, transcribing, recording, storing, or maintaining information in written or electronic form.
- Compile, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
- Schedule events, programs, and activities, as well as the work of others. Make appointments for receiving visitors and determine whether they should be given access to specific individuals and greet, direct them to the concerned line manager.
- Arrange for meetings as instructed, prepare agendas and make arrangements for committee, board, and other meetings. This includes arranging conference rooms, visual aids and refreshments.
- Attend meetings in order to record minutes, compile, transcribe, and distribute minutes of meetings.
- Type, proofread and distribute variety of material such as letters, reports, tabulation and conduct research, compile data, prepare papers for consideration and presentation by executives, committees and boards of directors.
- Coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives. Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software. Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
- Oversee administrative policies and procedures for offices and/or organizations. Interpret administrative and operating policies and procedures for employees. Evaluating Information to determine compliance with standards, and uses individual judgment to determine whether events or processes comply with procedures, regulations, or standards.
- Collect, data and Information by observing, receiving, and obtaining information from all relevant sources. Provide information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person. Identify information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events.
- Develop constructive and cooperative working relationships with others, and maintaining effective communication within the organization and respective business functions. Communicate with people outside the organization, representing the organization to customers, the public, government, and other external sources. This information can be exchanged in person, in writing, or by telephone or e-mail.

Requirements

- Make travel arrangements for SVP's / Director's and arrange all business travel transportation and accommodation both local and overseas and ensure all documentation is in place and prepare for itineraries, where required for the SVP's / Director's and other senior managers' members.
- Coordinate with Protocol Department for the preparation of visit and entertainment programs for the SVP's / Director's visitors this includes ensuring high standard of reception services, transportation, hotel accommodation, banquets as require.
- Organise master corporate calendar of all corporate events, conferences, holidays and vacations.
- Perform other similar or related duties as assigned, such as handling mail, preparing and dispatching invitations for social functions, circulating correspondence and periodicals, as directed, etc.

About the Company

We are one of the world's leading energy producers, and a primary catalyst for Abu Dhabi’s growth and diversification.

We operate across the entire hydrocarbon value chain, through a network of fully-integrated businesses, with interests that range from exploration, production, storage, refining and distribution, to the development of a wide-range of petrochemical products.

Since 1971, we have created thousands of jobs, driven the growth of a diverse knowledge-based economy, and played a key role in Abu Dhabi’s global emergence.

Today, we continue to look for new and innovative ways to maximize the value of our resources, pioneering those approaches and technologies that will ensure we are able to meet the demands of an ever-changing energy market, and continue to have a positive impact on the Abu Dhabi economy for generations to come.