Executive Assistant

1 week ago

Abu Dhabi, Abu Dhabi, United Arab Emirates Department of Culture and Tourism – Abu Dhabi (DCT Abu Dhabi) Full time

Job Purpose:

Provide day-to-day administrative support to the department Director to ensure a smooth execution of all daily activities. Provide administrative and logistical support, follow up on relevant reports, effectively manage administrative tasks, manage schedules and office documents, and other tasks related to facilitating the administrative component of the Director's activities.

Administrative support

  • Ensure smooth and effective execution of all daily activities relating to the Director by managing time and tasks effectively, coordinating meetings, following-up on incomplete tasks and aligning key deliverables.
  • Provide administrative and logistical support by proactively ordering and categorizing digital and physical paperwork.
  • Continuously follow-up on relevant reports and projects in the pipeline.
  • Effectively manage a diverse range of administrative tasks (e.g. correspondences, agendas, logistics etc.,) in order to provide a smooth schedule and enhance the office work efficiency.
  • Manage schedules and organize meetings according to the Director's request and proactively follow-up on re-scheduling and other minor irregularities.
  • Assist in coordinating communications and thus nurturing the relationship with key stakeholders, delegations, and visitors by arranging meetings and organizing business trips.
  • Methodically manage office documents and records and ensure that all documents are securely stored and protected.
  • Draft letters and official correspondences as per the direction of the Director.
  • Greet and receive visitors of the Director, inform the Director and ensure that required attention and hospitality are provided to the visitors.
  • Work collaboratively with other Executive Assistants, ensuring up-to-date knowledge on processes and policies relating to all necessary administrative drafts.
  • Other duties as applicable to the role.

Budget

  • Contribute to the preparation of the department budget reports, ensuring timely collection and presentation of data.
  • Support in the department approved budget planning and submission in coordination with the budget team
    .

Reporting

  • Collate and ensure that reports are prepared timely and accurately and meet any internal requirements, policies and quality standards.

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