Executive Office Manager - Abu Dhabi Based

JPC - 4626 - Executive Office Manager

Location: Abu Dhabi

Experience: 10 years

Language Proficiency: Multilingual

Qualification: Bachelors Degree

Responsibilities:

1. Organize and actively contribute to the organization of meetings, conferences & business events in coordination with various parties.
2. Manage the occupancy of meeting rooms and coordinate the required arrangements for meetings/conferences.
3. Carry out general administration/process administrative documents (e.g. checking timesheets, coordinating leave plans for supported team, issuing requisitions, arranging flight/hotel reservations).
4. Coordinate Management meetings and for the Board of Directors including preparation of PowerPoint presentation report for Country Chair (if required).
5. Build professional relationships with Senior Group Management, clients, and leaders in the field of the Group's activities on behalf of the Country Chair to ensure a smooth flow of communication and understanding.
6. Coordinate meetings, events, agenda, client calls, screening all related phone calls and emails.
7. Perform secretarial and administrative support duties.
8. Carry out basic administration and paperwork processes (photocopy/scan, dispatching and filing of documentation).
9. Prepare, verify, issue, and store internal and external paperwork and correspondence (letters, faxes, memos, minutes, presentations, etc.).
10. Manage office premises and coordinate between subsidiary locations, including headquarters.
11. Register, record, and dispatch incoming and outgoing mail/reports through appropriate channels and ensure proper completeness such as proof-reading, monitoring of signatures, etc.
12. Maintain an appropriate filing system by organizing, archiving, controlling, and retrieving produced/received documents/reports (e.g. assigning codes, etc.).
13. Act as Ambassador and role model representing the Group with professionalism at the highest level and managing multiple tasks.