Administrator

Functional Accountabilities

• Perform a variety of secretarial and administrative duties including answering emails, phone calls & redirecting them to the accurate personnel when necessary to support the smooth functioning of the GM Operations office.
• Act as a first point of contact for both internal and external parties who wish to contact or meet the General Manager to ensure effective prioritizing to facilitate business requirements as directed.
• Prepare and compile documentation including project and departmental related reports, presentation ensuring they are completed and prepared in time for meetings and discussions.
• Arrange meetings called by the GM along with drafting subsequent agendas and preparing minutes of meetings as required.
• Attend all key meetings, as required, at the appointed times ensuring availability of all relevant documents needed to facilitate the achievement of business objectives.
• Manage the reporting line’s calendar, including making appointments and prioritizing the most sensitive matters, as per the Office Manager’s directions.
• File, maintain, and update contact information of employees, customers, suppliers, and external partners for easy access.
• Provide support in the recruitment process of key resources in the organization.
• Prepare and ensure accurate and timely dissemination of required correspondence, memos, and forms on behalf of the reporting line.
• Prepare required documentation including project-wise & departmental-related reports, presentations, etc. ensuring completeness and timely preparation for meetings and discussions of the reporting line.
• Maintain a proper and user-friendly filing and document control system for recording and tracking all documents for the reporting line.
• Keep a frequent check on the levels of office supplies & stationery and place timely and appropriate orders.
• Make all arrangements for visiting delegations ensuring timely availability of all required logistical services, visas, etc. to achieve customer satisfaction.
• Make the necessary travel arrangements and detailed travel itineraries for the reporting line by coordinating with the relevant DAMAC internal team.
• Undertake any ad-hoc tasks assigned and co-ordinate with the concerned stakeholders to ensure timely delivery and quality as per expectations.

Policies, Systems, Processes & Procedures

• Follow all department policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner.
• Demonstrate compliance to the organization’s values and ethics at all times to support the establishment of a value-driven culture within the organization.
• Ensure effective execution of the assigned tasks and coordinate with concerned stakeholders to ensure timely delivery and quality as per expectations.

Budgeting and Financial Performance

• Monitor if activities are carried out in line with the approved budgetary guidelines while promptly reporting on any variances to the management.

Continuous Improvement

• Contribute to the identification of opportunities for continuous improvement and sustainability of systems, processes, and practices considering global standards, productivity improvement, and cost reduction.

Reporting

Assist in the preparation of timely and accurate statements and reports to meet operation department requirements, policies, and quality standards.

Minimum Qualification

• Bachelor’s degree in business administration, arts, or a related field.

Minimum Experience

5 years of similar experience, Must have worked within a C suite level and have a minimum of 2 years corporate multi-national organization experience , preferably where consulting/financial services sector with high level analytical experience would be preferred .