Executive Secretary

2 weeks ago

Dubai, Dubai, United Arab Emirates AL Rostamani Group LLC. Full time

Every employee at Al Rostamani Group plays a role in making a real difference to the business and our customers.

We care for our employees by offering them meaningful and purposeful work and an opportunity to grow, learn, contribute and succeed.

Today, the Al Rostamani Group has come a long way since its birth in 1957.

Our group has grown steadfastly with the guiding principles of Commitment, Care & Vision, alongside a strong sense of active involvement in the community.

We are a well-diversified group, with a key presence in industries such as General Trading, Automobiles and Heavy Equipment, Travel, Foreign Exchange, Financial Services, Property Management, Construction, Infrastructure Development and Information Technology Services.

Our Group employs approximately 2000 people from 41 different nationalities, which contributes to our multicultural and multi-national environment.

Job Purpose:

This position will be responsible for:

  • managing administrative tasks, coordinating office activities, and providing support to IT staff and leadership. This role will play an important role in ensuring the smooth and efficient operation of the IT department and supporting the achievement of organizational goals.
- developing and implementing communication strategies to effectively communicate IT initiatives, projects, and updates to internal stakeholders, including employees, executives, and IT teams. This role will play a critical role in fostering transparency, alignment, and engagement across the organization's IT initiatives.

Responsibilities:

  • Manage the IT department's administrative functions, including coordinating meetings, scheduling appointments, and maintaining calendar for CTO.
  • Develop and execute a comprehensive IT communication strategy to ensure clear, consistent, and timely communication of IT initiatives, projects, and updates to internal stakeholders.
  • Coordinate office activities and events, such as team meetings, training sessions, and workshops, and ensure all logístical arrangements are in place.
  • Assist with budget management, expense tracking, and invoice processing for the IT department, ensuring accuracy and compliance with financial policies and procedures.
  • Defining KPIs and managing the performance of the administrative team (Driver/IT Assistant) ensuring efficient and timely support to the office operations.
  • Maintain electronic and physical filing systems, records, and databases, ensuring accuracy, completeness, and accessibility of information.
  • Develop and maintain process documentation library, including standard operating procedures (SOPs), work instructions, and process maps, to ensure clarity, consistency, and compliance with regulatory requirements.
  • Processing all the online purchases and facilitating accounts reconciliation in coordination with ART, IT Procurement and GFD.
  • Monitoring the offsite vaulting of critical data backups and conducting tape library inventory, ensuring secure movement and storage of backup tapes between remote servers and data integrity.
  • Perform general office tasks, such as photocopying, scanning, filing, and organizing documents, to ensure the efficient operation of the IT department.
  • Collaborate with IT leaders and project managers to gather information, updates, and insights on IT projects, initiatives, and achievements to incorporate into communication materials.
  • Coordinate with crossfunctional teams, including HR, marketing, and corporate communications, to align IT communication efforts with overall organizational goals and objectives.
  • Manage internal communication channels, such as intranet sites, collaboration platforms, and social media channels, to disseminate ITrelated information and foster engagement and collaboration among employees.
  • Provide communication support for IT change management initiatives, including stakeholder analysis, and communication planning to ensure successful adoption of IT changes and enhancements.
  • Monitor and measure the effectiveness of IT communication efforts, including tracking key performance indicators (KPIs), gathering feedback, and making recommendations for continuous improvement.
  • Stay informed about industry trends and best practices in IT communication and incorporate innovative approaches and technologies to enhance communication effectiveness and reach.

Additional responsibilities:

  • Responding to VIP Requests from the Shareholders
  • Managing the business and personal IT and telecommunication requirements of Shareholders in coordination with DU, Etisalat & 3rd party suppliers
  • Document currentstate and futurestate process flows, including process inputs, outputs, roles, responsibilities, and dependencies.

Job Requirements:

  • Bachelor degree in Business Administration, Information Technology or a related field.
  • 7+ years of experience in office management, administrative support, or related roles, preferably in a corporate or technologydriven envir

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