Administrative​/Clerical Coordinator, Office Administrator​/ Coordinator

Job Details

Job Code: 5710

Job Title:

Coordinator - Bilingual

Location:

Abu Dhabi, Abu Dhabi Emirate, United Arab Emirates

Language Preference:
Arabic and English

Base pay range: $10,000.00/hr - $15,000.00/hr

The purpose of this role is to ensure administrative support towards the Portfolio People Strategy team with work predominately focused on the company’s Project

• Training logistics and coordination – scheduling sessions, coordinating with program partners, trainer support, etc.
• Participant Management – maintaining attendance records, handling invitation registrations and confirmations, follow-ups, tracking feedback, assess impact (in collaboration with IMD) etc.
• Trainer Management – complete speaker clearance requirements for faculty/trainers, coordinate faculty meetings with COMPANY’S leadership, and ensuring receiving of teaching materials for review and approval ahead of sessions.
• Event management and coordination for COMPANY’S & other department events with calendar alignment.
• Coordination with IMD on execution requirements – including sharing list of confirmed participants, registration setup, venue arrangements, etc.
• Record keeping & reporting – maintaining calendars, preparing reports, etc.
• Coordination with marketing and communications team on collaterals, printing requirements, brochures, materials, microsite development, etc.
• Budget & Financial Tracking – coordination with COMPANY’S Finance on budget utilization, develop internal reports, and track financial outlay.

• Schedule and prepare for meetings and appointments
• Manage travel logistics and itineraries (flights, hotels, transportation, and other support as needed)
• Prepare, consolidate, and print reports, memos, letters, and other documents as required
• Maintenance and updating of data – people profiles and record keeping. Management of external & internal data requests.
• Project Management support within areas of coordination, logistics, information/data capture, action items, etc. for department related initiatives
• Record minutes of meetings
• Prepare POs, and check that orders, delivery notes and invoices are correct in-order.
• Liaise with third party vendors for execution of logistical requirements and invoicing process
• Tracking and review of unit initiatives, ensuring continued execution of prioritized projects.
• Open, sort and distribute incoming correspondence, emails, and other communication – distribute as applicable
• Maintain digital filing of correspondence and documents within teams’ share folders.
• Track and proactively follow-up on requests until proper completion

• Min. a bachelor’s degree or equal through experience

• A minimum of 5 - 7 years of experience supporting executive level professionals

• Proven experience as an executive assistant or other relevant administrative support experience reporting into senior level management
• Strong problem-solving skills with multi-tasking abilities
• Advanced Microsoft Office skills
• Ability to organize a daily workload by priorities and able to meet deadlines in a fast-paced quickly changing environment.
• A proactive approach to assessing the team’s needs and workload
• Professional level verbal and written communications skills in Arabic and English languages
• Vigilance, detail oriented and confidentiality
• Managing conflicting priorities
• Upholding a strict level of confidentiality
• Strong interpersonal skills with a collaborative and professional demeanour

• Mid-Senior level

• Full-time

• Other

• Human Resources Services