Administrative Support Specialist

3 weeks ago


Abu Dhabi, Abu Dhabi, United Arab Emirates MACE Group Full time
Job Summary

We are seeking a highly skilled and organized Executive Coordinator to join our team at MACE Group. This is a dynamic and challenging role that requires a strong ability to multitask, prioritize, and maintain confidentiality.

Key Responsibilities
  1. Diary Management: Maintain complex and detailed management of one or multiple diaries, ensuring seamless coordination and organization of schedules.
  2. Meeting Coordination: Coordinate and prioritize meetings, book rooms, prepare documentation, and coordinate travel arrangements for senior management and teams.
  3. Communication and Correspondence: Handle incoming email and post, and respond or take action on behalf of senior management as directed.
  4. Financial Management: Maintain and assist with expenses and timesheets systems, ensuring accurate and timely reporting.
  5. Clerical Support: Perform general clerical duties, including data entry, filing, answering phone calls, relaying messages, meeting and greeting guests.
  6. Reporting and Documentation: Prepare reports and documents internally and externally using Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
  7. HR Support: Track staff resources, create new starter packs, verify HR documentation, and maintain holiday and absence records.
  8. Confidentiality and Security: Handle sensitive HR information and champion roles for InfoSec, CITB, and other relevant certifications.
  9. Project Coordination: Provide an over-arching Project Coordinator role, mentoring and supporting the wider admin teams and working closely with senior management.
  10. Leadership and Development: Potential line management responsibilities and organizing team, sector, or client events.


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