JOB PURPOSE
The jobholder is responsible to maintain effective office management and perform secretarial and a variety of administrative and coordination activities to support the Chief Executive Officer.
It’s important for the jobholder to perform in this role to cope with the dynamic and strategic environment of prioritizing the schedules of the CEO and controlling all correspondences or documents related to all company divisions and coordinating with different levels of employees and outside parties with tact, courtesy, evaluating nature and importance of visitors for CEO to maintain smooth and harmonious functioning of the tasks.
The jobholder has to maintain high level of confidentiality and regularly monitor and follow up the daily activities in order to be always ready to provide up-to-date status/ progress of all matters dealt by CEO, the jobholder contact with all levels in the company, the Owners, and external contacts.
KEY ACCOUNTABILITIES
Reception & Communications
Communicate directly, and on behalf of the CEO, with Borouge ADP Board of Directors, Board Advisory Committee Members, Owners Representatives, and others, on matters related to BAC and Board Meetings,approvals, etc.
To provide a bridge for smooth communication between the CEO and Executive and Extended Leadership Team within the Company; demonstrating leadership to maintain credibility, trust and support with Senior Management staff.
To receive and answer telephone calls, take down / relay messages, and answer routine queries.
Carries out reception duties at assigned office. Includes receiving people coming into the office of assigned supervisor, answering queries and scheduling appointments. Answers and makes telephone calls. Takes down and passes messages as directed.
Receives sorts and distributes all incoming mail. Makes copies as needed and presents to supervisor. Prepares outgoing mail for dispatch. Maintains a proper register for incoming/outgoing mail. Ensures direct delivery of confidential material/mail.
Events & Meetings’ Coordination
Completes a broad variety of administrative tasks for the Borouge ADP CEO including: managing an extremely active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging complex and details travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
To maintain and organize CEO’s diary and schedules for meetings/appointments/ contacts, prioritize his tasks and render assistance to ensure effective time management.
To arrange meetings and appointments for the CEO, receive visitors, enquire reason of visit for screening before directing to CEO’s office.
To prepare detailed Travel Itinerary for CEO’s business trip, coordinate for the arrangement of CEO’s travel abroad related matters, and to coordinate with Shareholder Companies and their representative offices in Abu Dhabi and abroad during BAC & BOARD Meetings or other matters.
To ensure arrangement of conference room and refreshments for meetings and workshops.
Performs other similar or related duties as assigned such as liaison with concerned personnel on all visa, travel and accommodation mattes involving Divisional employees; circulating correspondence and periodicals as instructed.
Correspondence & Documentary
Maintains updates and files the division’s documents.
To contribute in the preparation, compilation and development of BAC & BOARD Presentation slides, reports, shareholders’ reports, and general management reports.
To maintain an efficient online computerized tracking system for all Incoming and Outgoing correspondences/documents for the current and previous years; and follow-up with Owners Representatives offices for pending approvals.
To collect UAE Nationals’ monthly meeting minutes from all Groups/Functions, and prepare the statistics reports and submit to the CEO on Quarterly basis.
To prepare and distribute Crisis Management (CMT) List for Senior Management on weekly basis
To take dictation, draft correspondences from brief notes or verbal instructions, type in English, proof read all documents and dispatch to the concerned.
To maintain confidential and general files, and keep required office stationery and supplies.
Files correspondence and other records related to the activities of the Division. Maintains and updates files. Establishes and improves own filing system. Requisitions, maintains and distributes office stationery and supplies.
Data Entry
Types, proof-reads and distributes a variety of material such as letters, cables, reports and tabulations. Includes entering, amending and retrieving information, and performing security copying and archiving of documents.
To apply computer programs to prepare slides for management presentations and workshops.
Compiles or coordinates the compilation of data and prepares in the form of reports, analysis, tabulations,
etc. Distributes data as instructed. Drafts letters/memos and routine correspondence for supervisor’s signature. Screens outgoing correspondence before approval
QUALIFICATIONS, EXPERIENCE, KNOWLEDGE & SKILLS
Minimum Qualification
University Degree in Business, Management or any other Discipline.
Fluency in English Language is a must
Technical Writing Course is required
Knowledge in Microsoft Office, Windows and Internet Browsing
Typing in both Languages (Arabic & English); and exceed 70 wpm.
Minimum Experience & Knowledge & Skills
Minimum 5 – 7 years of experience in total years of experience in office work, preferably in communication designations.
Hands on and working knowledge of prevailing popular spreadsheets.
Should be able to operate facsimile, photocopier, and various office machines and operate company’s applications related to the division
Advanced communication skills
Advanced technical and formal writing skills
Good interpersonal skills
Attention to details