Executive Administrative Assistant

3 days ago

Abu Dhabi, Abu Dhabi, United Arab Emirates Consolidated Suppliers Establishment Full time

Executive Administrative Assistant

Who We Are

Consolidated Supplies Establishment (CSE) is a leading provider of oilfield supplies and services based in Abu Dhabi, UAE. With over 40 years of experience in the Oil & Gas industry, we specialize in cutting-edge technologies and innovative solutions to tackle any challenges across the sector.

Established in 1982, CSE's highly experienced leadership team is committed to delivering the highest quality services to our clients. Our portfolio carries a wide range of products and services across the upstream and downstream industries, including the petrochemical sector.

Role Description

Consolidated Supplies Establishment (CSE) is seeking a dedicated Executive Administrative Assistant for a full-time, on-site position in Abu Dhabi, United Arab Emirates. The role involves providing high-level administrative and executive support to senior leadership by managing schedules, organizing meetings, handling correspondence, and performing various clerical and administrative tasks. The ideal candidate will be reliable, detail-oriented, adaptable, and proactive, capable of managing multiple priorities while maintaining professionalism and confidentiality.

Key Responsibilities

  • Provide full administrative support to senior management, managing multiple priorities
  • Manage calendars, schedule meetings, correspondence, company events, and daily administrative activities.
  • Prepare meeting agendas, presentations, and briefing notes.
  • Attend meetings as required and prepare minutes, action trackers, and follow-ups.
  • Draft emails, memos, presentations, and reports with accuracy and professionalism.
  • Handle incoming calls, emails, and visitors in a professional and timely manner.
  • Handle sensitive information with the highest level of discretion and integrity.
  • Handle renewal and coordination of company trade licenses and related approvals.
  • Coordinate company lease renewals, tenancy contracts, and official documentation.
  • Maintain accurate and up-to-date corporate records, files, registers, licenses, contracts, and documentation.
  • Act as a document controller, ensuring records are organized, properly filed, updated, and accessible.
  • Assist in tracking departmental activities, deadlines, deliverables, and follow-ups to ensure timely completion.
  • Support event management, including planning, coordination, and booking of venues, travel, and accommodation.

Personal & Management Support

  • Provide personal administrative support to senior management.
  • Handle confidential personal and professional information with discretion.
  • Manage personal scheduling, official appointments, and travel coordination.
  • Act as a liaison between management and internal/external stakeholders.
  • Support special assignments and ad-hoc tasks as required.

Required Skills & Competencies

  • Excellent written and verbal communication skills.
  • Strong organizational skills with the ability to manage multiple tasks and competing deadlines.
  • High level of accuracy, discretion, and professionalism.
  • Flexible, proactive, and capable of working effectively under pressure.
  • Ability to work independently and collaboratively as part of a team.
  • Knowledge of file management and other administrative procedures
    .

Qualifications & Experience

  • Bachelor's degree or equivalent work experience.
  • Minimum of 2 years of experience in a similar role.
  • Fluent in English, both written and spoken.
  • Proficiency in MS Office (Outlook, Word, PowerPoint, Excel).

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