Office Executive Assistant - UAE National

Purpose of the Job

Highly organized and proactive Office Executive Assistant to support our Group IT department, responsible for managing general administrative tasks, tracking contracts, handling financials and invoices, organizing vendor meetings, and assisting with staff development plans. This role requires excellent communication skills, attention to detail, and the ability to multitask in a fast-paced environment.

Job Accountabilities

Administrative Support:

1. Provide general administrative assistance to the Group IT department.
2. Manage calendars, schedule meetings, and coordinate travel arrangements.
3. Prepare and edit correspondence, reports, and presentations.

Contract Management:

1. Track and maintain records of all IT-related contracts and agreements.
2. Ensure timely renewals and compliance with contract terms.
3. Liaise with vendors and service providers as needed.

Financial Management:

1. Assist in tracking departmental budgets and expenditures.
2. Process and manage invoices, ensuring accuracy and timely payments.
3. Prepare financial reports and assist with budget planning.

Vendor Coordination:

1. Manage telecommunication vendor related user requests.
2. Organize and schedule meetings with vendors.
3. Maintain effective communication with vendors to ensure smooth operations.
4. Assist in evaluating vendor performance and managing vendor relationships.

Staff Development:

1. Coordinate training and development programs for IT staff.
2. Maintain records of staff certifications and training progress.
3. Assist in organizing team-building activities and events.

General Office Duties:

1. Maintain office supplies and equipment for the IT department.
2. Handle incoming and outgoing communications, including emails and phone calls.
3. Support special projects and initiatives as assigned.

Qualifications & Education

Bachelor's degree/Diploma in Business Administration, Information Technology, or a related field.

Experience

Proven experience as an executive assistant or in a similar administrative role.

Knowledge & Skills

1. Strong organizational and multitasking skills.
2. Written and verbal communication skills (English/Arabic).
3. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
4. Ability to work independently and as part of a team.
5. Attention to detail with time management.
6. Problem-solving skills.
7. Confidentiality and discretion.
8. Adaptability and flexibility.
9. Familiarity with IT terminology and processes is a plus.