Team Assistant

7 days ago


Abu Dhabi, Abu Dhabi, United Arab Emirates Transguard Workforce Solutions Full time

Transguard Workforce Solutions is the UAE's leading provider of unique and innovative HR solutions. With a decade of experience in the region and a team that possesses extensive knowledge of the market, we provide a fully integrated HR solution.

We are currently recruiting for a Team Assistant / Executive Assistant for our client to be based out of their Abu Dhabi office.

Job Purpose:

To provide professional secretarial and administrative support for our Client's Directors within the Executive team and the Business Unit team.

  • Manage diary, schedule meetings, and ensure preparation and attendance.
  • Review and address incoming emails/correspondence independently when appropriate.
  • Organize travel arrangements with necessary approvals and assessments.
  • Handle phone communications with internal, client, and supplier contacts.
  • Manage expense claims and approvals for the Director.
  • Maintain timesheets for the Director and their leadership team.
  • Coordinate internal and external meetings, prepare materials, take minutes, and track actions.
  • Expedite delegated tasks from the Director.
  • Assist with planning and reviewing the Director's schedule to meet commitments and goals.
  • Handle ad hoc projects requiring research and data collection.
  • Prepare presentations and reports for various audiences, ensuring quality.
  • Compile reports and coordinate timely submissions.
  • Maintain filing systems and controlled documents.
  • Implement and manage processes according to company policies.
  • Communicate with senior clients and stakeholders on behalf of the Director.
  • Liaise with senior management internally for the Director.
  • Build relationships with other PAs and the Admin Team.
  • Organize periodic events.
  • Provide support to other Directors and Senior Management as needed.

Requirements:

  • Strong organizational and professional skills.
  • Proficient in Word, Excel, and PowerPoint (intermediate or preferably advanced).
  • Excellent interpersonal and communication skills, confident at all levels (internal and external).
  • Minimum 3 years of relevant experience.
  • Team player with a flexible attitude, able to maintain positive relationships.
  • High integrity and able to work with complete confidentiality.
  • Assertive, deadline-driven, and detail-oriented.
  • Proactive, able to prioritize and work under pressure with minimal supervision.
  • Strong organizational awareness.
  • Event Management experience is a plus.
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