Executive Assistant

Job Purpose

To act as a personal assistant to and office coordinator for the Executive, providing complete executive administrative services including office management, time management, diary management which encompasses arranging appointments and meetings, and attending correspondence and other clerical responsibilities.

Key Activities, Responsibility & Accountability

Office Management and Secretarial Duties
Responsibilities and Accountabilities:
• Produce documentation such as reports, presentations, and executive responses to routine memos, letters, or correspondence as required to ensure that well written, consistent, accurate and timely documentation originates from the Executive office.
• Provide complete telephone and correspondence services, read and analyze submissions, letters, agendas, memos and determine significance, routing to appropriate personnel in a timely and efficient manner.
• Establish and maintain records and filing systems, maintain inventory and office supplies, anticipate office needs and evaluate new office products to ensure the Executive can function effectively and efficiently.

Schedule and Meeting Management
Responsibilities and Accountabilities:
• Manage and maintain Executive schedules, including arrangement of travel and conferences, making and modifying appointments.
• Prepare and coordinate details for meetings, conferences, and business functions ensuring they adhere to ENEC Operations’ quality standards and expectations.
• Organize and oversee all aspects of meetings held by the Executive, including venue arrangements, invitations, memos, reports and minutes of meetings.
• Assist the Executive in preparing presentations and briefings in order to ensure they are fully prepared for their meetings.
Focal Point
Responsibilities and Accountabilities:
• Act as the focal point and carry out a screening process for callers and internal and external visitors wishing to contact the Executive to ensure that only those having genuine and acceptable reasons may do so.
• Greet and guide delegates and visitors and manage all aspects of safety briefing and security passes

Responsibilities & Accountabilities (contd.)

Incoming Correspondence and Phone Calls
Responsibilities and Accountabilities:
• Screen incoming mail and telephone calls, draft responses, redirect correspondence and callers to the appropriate Department and obtain additional information where necessary.

Internal and External Interface
Responsibilities and Accountabilities:
• Liaise with senior level contacts, both internally and externally including Management, officials of government authorities and companies in the U.A.E. and overseas to facilitate the Executive’s business communication.
Process Control
Responsibilities and Accountabilities:
• Observe and apply strict levels of confidentiality and discretion in all matters related to the performance of role in order to ensure that the Executive’s (and as an extension ENEC Operations) intellectual property is guarded at all times.
Compliance with Fundamentals
Responsibilities and Accountabilities:
• Execute duties in accordance with behaviors set forth for both employees and leaders in the ENEC Operations Fundamental document.
Reporting
Responsibilities and Accountabilities:
• Coordinate with Directors and Heads for the preparation of reports and plans as requested by the Executive in order to ensure input are gathered from across the organization in a timely and accurate manner.

People Management
Responsibilities and Accountabilities:
• Contribute to the development of UAE National employees in a manner which supports the objectives of the corporation and its Emiratization strategy.
• Contribute to knowledge dissemination/sharing in a way that assists with building internal capabilities of UAE Nationals where applicable and maximize their effective performance.
Excellence and Quality Management
Responsibilities and Accountabilities:
• Ensure commitment to a culture of continuous improvement by eliminating waste, following operations procedures, practicing innovation, problem solving, and teamwork; complying with Quality Management System policies and procedures; providing and receiving constructive feedback; and striving to meet quality standards and stakeholder expectations.
• Ensure Commitment to the ENEC Operations Fundamentals.

Professional Certifications

Minimum
N/A
Preferred
N/A

Qualifications

Minimum
Diploma in administration or relevant discipline
Preferred
Bachelor degree in business administration

Experience

6 years of relevant experience.