At a glance
- Workplace
- Onsite
- Location
- Abu Dhabi
About the role
- The Administrative Assistant provides proactive administrative support to leaders and teams by coordinating schedules, meetings, travel, and administrative activities that support efficient day-to-day business operations.
- This role serves as a reliable resource for day-to-day administrative needs while ensuring a high level of organization, responsiveness, and service to leaders and stakeholders.
Responsibilities
- Manage calendars for assigned leaders, coordinating meetings, resolving scheduling conflicts, and maintaining calendar accuracy across multiple time zones.
- Coordinate internal and external meetings, including scheduling, logistics, and stakeholder communications appropriate to the supported leader level.
- Coordinate business travel, prepare itineraries, and process expense reports for supported VP-level leaders in compliance with company policies.
- Provide day-to-day administrative support, including meeting logistics, note-taking, action item tracking, document management, and administrative processes.
- Serve as a primary administrative contact for supported leaders and teams, ensuring timely communication and coordination.
- Coordinate scheduling and logistics for customer, partner, and stakeholder engagements, as appropriate.
- Build effective working relationships across internal stakeholders to support day-to-day business operations and administrative activities.
- Support local leadership activities, executive visits, offsites, and other team events through effective planning and logistical coordination.
- Ensure continuity of support during vacations, leaves of absence, and other coverage periods.
- Provide on-site office support Monday through Friday, 10 a.m.–7 p.m., including receiving packages, coordinating office maintenance and services, and managing office-related expenses.
Requirements
- 3+ years of executive, administrative, or office support experience.
- Fluency in English both spoken and written.
- Experience managing calendars, scheduling meetings, and coordinating administrative activities for leaders or teams.
- Experience coordinating travel arrangements and processing expense reports.
- Strong organizational and time management skills with exceptional attention to detail.
- Ability to manage multiple priorities and adapt to changing business needs in a fast-paced environment.
- Strong written and verbal communication skills with the ability to interact professionally across all levels of the organization.
- High level of professionalism, discretion, and integrity when handling confidential information.
- Proficiency with Microsoft Office, Google Workspace, and collaboration tools such as Microsoft Teams or Slack.
- Ability to work independently, take initiative, and follow through on assigned responsibilities.
Workplace
- Provide on-site office support Monday through Friday, 10 a.m.–7 p.m.
Skills
- Microsoft Office
- Google Workspace
- Microsoft Teams
- Slack
- Concur
- Costpoint
