Administrative Assistant

Role       : Administrative AssistantLocation : Abu Dhabi                      Role Purpose:Candidate is putting double hat for being in charge of the office management function for all ADIB Securities staff while being fully responsible as executive assistant for ADIB Securities GM. Support all ADIB Sec. business units in their administrative tasks and coordinate with internal departments such as HR, FCD & facility management. Report to ADIB Securities General Manager being his Exec Assist supporting him in implementing ADIB Securities business strategy.    Key Accountabilities of the role        Assist GM in his day to day work & organize his calendar, meeting and Inbox [This is a key function] Prepare in coordination with the relevant teams the weekly and all other MIS reports in a timely manner  Manage GM’s internal & external correspondence  Oversee the staff leaves & daily attendance/punching while following up with HR & respective team member for regularization of records (if any).  Report to GM on regular basis the daily correspondence with stock exchanges & regulatory  Support the ADIB Sec in the audit process by coordinating the relevant requirement from all stakeholders & attend the CAP committee meeting. Manage service staff including drivers, temp staff & client receptionists  Prepare Org chart for the company & oversee the JD/Score cards of the team members incl. new joiners  Handling internal memos for the company & also the external communications with regulatory/Markets  Manage all the expenses & purchasing materials for ADIB Securities offices  Maintain all files for ADIB Securities & ensure proper update & archiving is in place  Coordinate with IT for user access profile for staff members on respective applications Working closely with ADIB Securities team members for the stationary requirements  Maintain record of the Job description, goals & appraisals for ADIB Securities team members  Control expenses for the company by negotiating with suppliers the materials & efficiently support the GM for smart savings and cost management  Responsible for new joiner's arrangement from facility management & IT perspectives (Desk, phone set, Cell phones, PC/Laptop, outlook, access card etc…).  Handling the inventory management for purchasing materials on Al Madar system such as stationary, photocopiers, office equipments, supplies & furniture  Responsible for all LPOs/payment orders & follow up with FCD for all vendor/suppliers invoices Handle the petty cash for ADIB Securities for day to day requirements  Oversee the team events/gathering for ADIB Securities  Responsible for on boarding logistics of ADIB Securities staff members incl. seniors  Coordinate training needs to the L&D under the umbrella of HR  Arrange for the seniors to interview candidates in different positions/business units  Compliance with ADIB internal guidelines/policies & adhere to ADIB standards & values Specialist Skills / Technical Knowledge Required for this role:  Strong background of administrative issues/dealing with vendors  Bachelor’s degree in related field is required  Ability to manage secretarial tasks & deal with seniors  Strong skills on MS office including Power Point, and the ability to manage Outlook professionally.  Understanding of internal bank processes and facility management  Strong organizational and strategic planning skills  Ability to work in teams with team work spirit  Good communication and time management skills  Ability for problem solving & managing expectation  Good communication, interpersonal skills & fluent in English and/or Arabic