Executive Assistant - UAEN Only

Policies, Systems, Processes & Procedures

• Provide input and implement policies, systems, and procedures for the assigned team so that all relevant procedural requirements are fulfilled.
• Demonstrate compliance with the organization’s values and ethics at all times to support the establishment of a value drive culture within the organization.

Executive Assistance

• Schedule and organize the calendar, providing advance awareness of the schedule, and maintaining punctuality for meetings and appointments, scheduling adjustments as needed.
• Perform efficient management of call and email correspondence, promptly responding to inquiries, prioritizing urgent matters, and taking necessary actions to streamline communication flow.
• Coordinate travel arrangements, resulting in organized trips for enhanced operational efficiency.
• Plan and organize on-site and off-site meetings, conferences, and calls, assisting with the preparation and advance distribution of all essential materials.
• Document meeting minutes and distribute summaries to relevant stakeholders for comprehensive and transparent communication.
• Manage calls and correspondence, proactively taking the initiative in drafting and finalizing replies where necessary to facilitate prompt and appropriate resolution of all matters.
• Coordinate high-level meetings, conferences, and industry events, contributing to overall success and visibility.
• Prepare materials and reports for meetings related to the divison (e.g., internationalization efforts), equipping them with relevant information for effective engagements.
• Organize and manage incoming requests and communications promptly, delivering a timely response to inquiries and requests in alignment with the chief directives, thereby fostering positive relationships with both internal and external stakeholders.
• Uphold the highest level of discretion and confidentiality regarding ADX division data and client information, fostering trust and integrity across operations.

Administration Support

• Establish and manage an efficient filing system for essential documents and data within the division, facilitating the efficient organization and maintenance of critical information.
• Provide support with the preparation of expense reports, contributing to accuracy, compliance with policies, and timely submission.
• Provide support with maintaining and updating the product portfolio for the division, contributing to enhanced market competitiveness, diversified offerings, and alignment with evolving industry trends.
• Assist with ad-hoc projects and initiatives relating to the division, by conducting research, preparing reports, and facilitating timely completion.

Key Stakeholder Collaboration

• Facilitate effective communication at all levels between the chief and internal departments and external stakeholders, fostering transparent and seamless information exchange.
• Assess information requests from external parties, providing accurate and timely responses in line with the chief directives.
• Coordinate and manage communication between the chief and stakeholders, maintaining that relevant information is conveyed in a timely and effective manner.