Job Purpose:

Reporting directly to the Senior Managing Director, Head of Global Corporate Finance, the Executive Assistant provides executive support in a one-on-one working relationship. The EA serves as the primary point of contact for all internal and external matters pertaining to the office of the SMD. The EA is the liaison between the internal stakeholders, senior management team, organizes and coordinates executive outreach and external arrangements, oversees various day-to-day administrative tasks as well. Responsible for working independently, from conception to completion, and is able to work under pressure at time to handle a wide variety of activities and confidential matters with discretion.

Key Accoutabilities:

Support to SMD:

• Responsible for all broad variety of administrative tasks for the SMD office
• Manage and arrange extremely active calendar appointments and meetings
• Manage expense reports and ensure there is no delay in reimbursements
• Manage and control all complex business travel arrangements, including flights, transportations and hotel and train bookings, ground transportation
• Manage all client meetings depending on the requirement
• Manage the production of all electronic filing system, ensuring processes and software are up to date and in working order
• Manage and coordinate to produce various reports for Head GCF and other department heads as required

Administration:

• Manage complex office administrative work requiring the use of independent judgement and initiative
• Maintain confidentiality of highly sensitive information
• Monitor current filing and database system, and implement process improvement
• Screen all incoming inquiries, and route accordingly
• Manage HR, IT and Compliance requirements with Business Heads
• Maintain all HR records, staff documentation and training records
• Resolve IT issues and coordinate on complex IT matters

Business Coordination, Monitoring, Finance, IT and Marketing

• Manage non-revenue generating activities and information for GCF
• Undertaking any key streams of work or project coordination work related to business management
• Ensure that all costs are within the designated budget (Travel, Subscriptions)
• Negotiate best available rates when required
• Manage and coordinate all premises/facilities related work and ensure timely execution
• Manage and responsible for DLP system (Data Loss Protection), ensure adherence to bank policies and continuous monitoring of flow of information within the department
• Liaison between GCF and Marketing to manage media announcements and interviews for SMD
• Manage and coordinate with Marketing team on various matters (Posters arrangements, totem video, etc)
• Manage GCF memberships and subscriptions and major events such as Bonds & Loans Conferences
• Manage GCF mailbox and distribution lists

Coordination with Internal Stakeholders

• Communicate with internal stakeholders and senior management, and arrange meetings
• Assist in any Board of Directors meeting and Management meeting (KSA), act as Board Secretary if necessary
• Work closely with KSA CEO on ad hoc tasks
• Corresponding with various internal departments that are sometimes confidential

Qualifications

Minimum Qualification:

• Bachelors degree

Minimum Experience:

• 10+ years proven track record in handling executive management office, strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

Knowledge, Skills, and Attributes:

• Understanding of GCF products
• Experience with a hectic and high pressured environment
• Excellent interpersonal, organization and administrative skills, good financial management skills
• Excellent multi-tasking, and very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, management, external partners, etc
• Strong computer skills
• Ability to coordinate at all levels of executive management both internally and externally
• Attention to detail

First Abu Dhabi Bank