Executive Secretary JOB

Role Purpose

Organize, coordinate, and follow up the daily activities, initiatives and important projects in the manager office of the Abu Dhabi Arabic Language Centre to ensure the implementation of all tasks and projects of the office efficiently and with high quality in accordance with the directives of the team and according to the specific details, requirements, standards and timetables.

Key Responsibilities

Coordination & Management of Administrative Affairs

• Organise day-to-day activities related to the centre chairman's office, including - but not limited to - coordinating and managing vacations, travel, meetings, and other related matters, and execute all requests from the manager office on time.
• Provide the necessary support to the chairman's office to receive senior officials, delegations, and visitors to the office in accordance with the applicable protocol, policies and procedures.
• Communicate and coordinate with the offices of the directors of the centre’s departments to coordinate and receive information, documents, and data according to the directives and requests of the chairman, and coordination between the chairman's office of the centre and between government offices, ministries, stakeholders and external partners.

Initiatives & Projects

• Support the office of the chairman in implementing and presenting strategic and priority projects and initiatives requested by the chairman and provide the necessary support to conduct analysis and gather relevant information to support the completion of projects and initiatives according to specific needs and details.
• Prepare documents, files, reports and minutes of the necessary meetings on various activities, projects and initiatives, update documents and files and provide them to the team as needed and ensure that their quality is consistent with the required quality level.
• Prepare and publish agendas, meetings, plans, developments in projects and programmes and their results in senior management meetings, according to the directives of the head of the centre.

Management of The Calendar, Documents, Files & Correspondence

• Organize and manage the centre head's calendar, manage calls, important contacts, external and private meetings, and related supplies with maximum accuracy.
• Prepare and deliver or amend official correspondence as directed by the chairman and ensure that all official correspondence and letters are prepared and delivered according to established timelines and procedures.
• Manage and update the document management system continuously and effectively to facilitate the provision of senior management with the required documents and records as needed.
• Review, read and edit documents/correspondence prior to submission to the chairman for endorsement to ensure that statements are complete, relevant and accurate.
• Provide any other administrative support to the chairman’s office according to the needs of the team and the requests of the chairman of the centre.

Communication and Business Relationships

Internal

• Support Services Sector in DCT HQ
• ALC Relevant Departments /Offices/ Sections

External

• Concerned Internal and External Institutions
• Researchers / Competent Committees
• Relevant Partners / Stakeholders

Qualifications

• Bachelor's degree in Business Administration or equivalent.

Experience

• Fresh graduate, or 1-2 years of experience in Office Management, an Executive Secretary Position, or equivalent.