Senior Office Coordinator

The jobholder is responsible for maintaining effective office management and performing secretarial and a variety of administrative and coordination activities to support the Chief Executive Officer.

It’s important for the jobholder to perform in this role to cope with the dynamic and strategic environment of prioritizing the schedules of the CEO and controlling all correspondences or documents related to all company divisions. The jobholder will coordinate with different levels of employees and outside parties with tact and courtesy, evaluating the nature and importance of visitors for the CEO to maintain smooth and harmonious functioning of the tasks.

The jobholder must maintain a high level of confidentiality and regularly monitor and follow up on daily activities to always be ready to provide up-to-date status/progress of all matters dealt with by the CEO. The jobholder will contact all levels in the company, the Owners, and external contacts.

KEY ACCOUNTABILITIES

Reception & Communications

Communicate directly, and on behalf of the CEO, with Borouge ADP Board of Directors, Board Advisory Committee Members, Owners Representatives, and others, on matters related to BAC and Board Meetings, approvals, etc.

Provide a bridge for smooth communication between the CEO and Executive and Extended Leadership Team within the Company, demonstrating leadership to maintain credibility, trust, and support with Senior Management staff.

Receive and answer telephone calls, take down/relay messages, and answer routine queries.

Carries out reception duties at the assigned office, including receiving people coming into the office of the assigned supervisor, answering queries, and scheduling appointments. Answers and makes telephone calls. Takes down and passes messages as directed.

Receive, sort, and distribute all incoming mail. Make copies as needed and present them to the supervisor. Prepare outgoing mail for dispatch. Maintain a proper register for incoming/outgoing mail. Ensure direct delivery of confidential material/mail.

Events & Meetings’ Coordination

Complete a broad variety of administrative tasks for the Borouge ADP CEO including managing an extremely active calendar of appointments, composing and preparing correspondence that is sometimes confidential, arranging complex and detailed travel plans, itineraries, and agendas, and compiling documents for travel-related meetings.

Maintain and organize the CEO’s diary and schedules for meetings/appointments/contacts, prioritize his tasks, and render assistance to ensure effective time management.

Arrange meetings and appointments for the CEO, receive visitors, and inquire about the reason for the visit for screening before directing to the CEO’s office.

Prepare detailed Travel Itinerary for the CEO’s business trip, coordinate arrangements for the CEO’s travel abroad, and coordinate with Shareholder Companies and their representative offices in Abu Dhabi and abroad during BAC & BOARD Meetings or other matters.

Ensure arrangement of conference room and refreshments for meetings and workshops.

Perform other similar or related duties as assigned, such as liaising with concerned personnel on all visa, travel, and accommodation matters involving Divisional employees; circulating correspondence and periodicals as instructed.

Correspondence & Documentary

Maintain updates and files of the division’s documents.

Contribute to the preparation, compilation, and development of BAC & BOARD Presentation slides, reports, shareholders’ reports, and general management reports.

Maintain an efficient online computerized tracking system for all Incoming and Outgoing correspondences/documents for the current and previous years; and follow up with Owners Representatives offices for pending approvals.

Collect UAE Nationals’ monthly meeting minutes from all Groups/Functions, and prepare the statistics reports and submit them to the CEO on a quarterly basis.

Prepare and distribute Crisis Management (CMT) List for Senior Management on a weekly basis.

Take dictation, draft correspondences from brief notes or verbal instructions, type in English, proofread all documents, and dispatch them to the concerned parties.

Maintain confidential and general files, and keep required office stationery and supplies.

File correspondence and other records related to the activities of the Division. Maintain and update files. Establish and improve own filing system. Requisition, maintain, and distribute office stationery and supplies.

Data Entry

Type, proofread, and distribute a variety of material such as letters, cables, reports, and tabulations. This includes entering, amending, and retrieving information, and performing security copying and archiving of documents.

Apply computer programs to prepare slides for management presentations and workshops.

Compile or coordinate the compilation of data and prepare it in the form of reports, analysis, tabulations, etc. Distribute data as instructed. Draft letters/memos and routine correspondence for supervisor’s signature. Screen outgoing correspondence before approval.

QUALIFICATIONS, EXPERIENCE, KNOWLEDGE & SKILLS

University Degree in Business, Management, or any other Discipline.

Fluency in English Language is a must.

Technical Writing Course is required.

Knowledge of Microsoft Office, Windows, and Internet Browsing.

Typing in both Languages (Arabic & English); and exceeding 70 wpm.

Minimum Experience & Knowledge & Skills

Minimum 5 – 7 years of experience in total years of experience in office work, preferably in communication designations.

Hands-on and working knowledge of prevailing popular spreadsheets.

Ability to operate facsimile, photocopier, and various office machines and operate the company’s applications related to the division.

Advanced communication skills.

Advanced technical and formal writing skills.