Administrative Assistant

3 weeks ago

UAE, United Arab Emirates InterContinental Hotels Group Full time

**Role Purpose**

Perform a variety of administrative duties for managers and/or staff of an assigned business unit or department. Coordinate special projects for the assigned manager(s) to support departmental/division business operations. Serve as a resource for the assigned department or unit, answering questions and providing general program information or follow up as needed. Maintain departmental paperwork, files, logs and reports, and assist in creating or researching pertinent information for the manager.

**Key Accountabilities**
- All of the positions in this job code perform a significant amount of administrative/project work as compared to secretarial and general office work. No attempt is made to be all-inclusive. Although incumbents may not perform all duties, those listed represent the nature, level, and difficulty of responsibilities common to positions in this job.
- Complete and/or coordinate activities related to assigned special projects; assist in establishing project timetables, action steps and status updates; follow-up, as appropriate, to ensure timely execution to meet established deadlines.
- Research and compile a variety of moderately complex data to include creating spreadsheets or databases for maintaining and reporting management information; may require some analysis of data.
- Prepare a variety of departmental reports and/or presentations, gathering and summarizing information from various sources as requested; may create and format reports and presentation materials utilizing various spreadsheet graphics, and/or statistical software as needed.
- Monitor and report variances to departmental budgets or track departmental spend information to help maintain operating controls.
- Answer inquiries related to daily activities/programs of work area, and act as a liaison between assigned work area and internal or external contacts to convey appropriate information. Respond to and/or resolve internal/external inquiries regarding problems or complaints as needed. Maintain a consistent, high quality customer-focused orientation, including providing clear, accurate information; explaining procedures or materials or providing supplemental information; anticipating problems or questions; or referring customers to appropriate contacts within the unit, department or division.
- Monitor costs of projects and ensure that invoices/bills are accurate; ensure proper coding and forwarding of invoices to accounts payable; maintain tracking and reporting systems, if appropriate.
- Compose and prepare clear and concise correspondence as requested or required. Review documents, logs, reports or other work products for typographical accuracy and format.
- Provide administrative support to manager or managers within assigned work area. Organize and expedite flow of work for manager; follow-up on pending matters; communicate and interpret manager's instructions; and communicate information to staff or clients in manager’s absence. Maintain manager's appointment calendar; coordinate telephone calls, incoming mail; set up and maintain filing systems, etc. May review, track data from, complete and/or monitor staff itineraries, calendars, expense reports, or other functional reports as needed.
- Perform other administrative support duties as assigned to facilitate the smooth operation of the assigned work area. Prepare reports, charts, presentation data, or logs as required and according to established specifications. Copy, route and file appropriate documents in an accurate and timely manner. Identify and assist in planning for the acquisition of supplies, equipment, facilities and services necessary to maintain an efficient operation.

**Key Skills & Experiences**

**Education**:

- High School Diploma or equivalent combination of education and work-related experience

Critical Expertise & Experience:

- Typically 2-5 years administrative/secretarial or related experience.

Technical Skills and Knowledge:

- Demonstrated effective oral and written communication skills for the purpose of conveying information to internal and external customers, or providing information via written reports or correspondence.
- Demonstrated ability to analyze basic database information for the purpose of accurately tracking/retrieving/maintaining/storing data and reporting trends or inconsistencies.
- Demonstrated organizational skills with the ability to handle multiple assignments and projects accurately at all times, with a focus on attention to detail and follow through, ensuring timescales and budgets are met.
- Demonstrated problem-solving skills for the purpose of maintaining the daily flow of office work, answering questions, resolving issues and producing reports.
- Confident telephone manner with the ability to liaise with colleagues and build relationships with other departments.

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