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Administrative Assistant

1 week ago

Dubai, Dubai, United Arab Emirates Gulf Islamic Investments (GII) Full time

We are seeking a highly organized and proactive administrative assistant for our company. This role involves managing administrative tasks such as expense management, diary management, scheduling appointments and meetings, preparing for meetings, taking messages, and arranging business travel ensuring efficient workflows and seamless operations.

Key Responsibilities:

  • Assist in the preparation, editing, and distribution of investment reports, presentations, correspondence, and other business documents.
  • Compile, organize, and generate custom reports and data for review and decision-making.
  • Handle all aspects of travel arrangements, including booking flights, accommodations, transportation, and creating itineraries.
  • Coordinate meetings and conference calls, ensuring availability and preparing necessary materials.
  • Maintain strict confidentiality and exercise discretion in handling privileged information.
  • Submit corporate credit card bills and process expense reports and invoices with accuracy.
  • Manage daily operational challenges, including adjustments to travel plans and rescheduling of meetings.
  • Facilitate internal communication by distributing relevant company updates, memos, and announcements.
  • Undertake special assignments and ad-hoc tasks as delegated.
  • Maintain comprehensive records of project-related information.
  • Provide first-line support for queries from external contacts and communicate directly with clients.
  • Send emails and mass mail to potential clients and investors, including documentation and collateral material.
Qualifications

To be successful in this role, you will require:

  • Bachelor's degree in business administration or a related field.
  • 3-5 years of relevant experience in a similar role.
  • Preferred background includes supporting CXO, Senior Management, High-Net-Worth Individuals, Family Businesses, and Investment companies.
  • Experience in financial industries such as banks or investment management companies is an advantage.
Skills and Competencies

You will need to possess:

  • Strong organizational skills.
  • Excellent communication skills in English.
  • Proficiency in MS Office applications (Excel, Word, PowerPoint).
  • High level of professionalism and discretion.
  • Detail-oriented, proactive multitasker who can confidently manage volume and prioritize efficiently.