Executive Assistant Full Time

Job Description

• To provide secretarial support to the Global Head of FI & NBFI and assist in management of day-to-day affairs of his office and carrying out of his job assignment efficiently.
• Provide support to all units within the FI Division regarding HR & Admin related services
• Guiding and coordinating with secretaries of unit heads to collate all required HR coordination for respective units and responsible for delivery of all HR related services
• FI Banks and NBFI are two divisions within CIBG, with over 100 staff distributed globally
• EA would support the Division Head primarily, but also support Unit Managers on certain specific tasks, mainly travel and expenses
• Key task for DH: Schedule/diary management; travel planning (visas, Flights, Hotels etc.); expenses
• Act as team office manager, for Dubai based team in FI Banks and NBFI
• Help organize client events, internal events

Responsibilities

• Maintain internal discipline of the office of the Global Head of FI & NBFI by properly organizing inflow and outflow of papers, meetings, appointments, discussions, advising on priority work, etc. to enable to achieve better results.
• Provide Global Head daily schedule of meetings, appointments, and other engagements to enable him to organize and do necessary preparations. Establish regular follow up with Unit Managers and other Division Heads & unit managers of business groups, as required by the Global Head to facilitate him in carrying out his job timely and effectively.
• Coordinate delivery of all HR related services which include assisting with recruitment, onboarding, arranging transfers, liaising with MLS on training nominations, liaising with central HR on promotion requisitions and coordination & collation of appraisal process and managing the resignation paperwork.
• Plan and implement the overall premises strategy which involves balancing budgetary constraints with department requirements. Independently identify suitable locations for new joiners and assist the Admin Dept to rollout the premises plan
• Books and manages meeting rooms.
• Attends to a variety of administrative details such as keeping informed of departmental/division activities, transmitting information, developing, implementing and interpreting policies and procedures, and monitoring day to day operations for the office.
• Assist & guide new joiners with their onboarding process
• Maintains and updates Organizational Charts
• Prepares correspondence, reports, forms, vouchers, work orders and specialized documents related to the organizational unit to which assigned from drafts, notes, brief instructions, corrected copy, dictated tapes, proofreads materials for accuracy, completeness and compliance with departmental policies.
• Mediate between stakeholders including end users, admin & external vendors, with regard to all admin related matters, travel arrangements, hotel bookings, stationary request placements, liaison with procurement unit etc.
• Ensure coordination between concerned units that all premises projects are managed within the constraints of scope, quality and delivered against specifications.
• Responsible for coordinating and following up on all requests logged with Admin Helpdesk for various maintenance services and with MIT HelpDesk for user/access administration and purchase of hardware and with CAD for processing of all expense reimbursement/claims of staff.
• Monitor and coordinate with each unit manager on the Reward & Recognition schemes for the respective units and ensure budgets do not lapse for want of nominations.
• Handle all staff reimbursements/claims, process staff loans and ensure they comply with HR policy.
• Organize events, family day Mashreq Forum, off site meetings for the respective groups
• Handles and assists annual event/convention for the team

Qualifications

• High level of maturity and good communication skills are required to balance the needs and expectations of external stakeholders and staff.
• Very strong interpersonal and communication skills. With good command over English.
• Ability to manage stressful situations caused by the sensitive nature of the position.
• Must be able to work under pressure with short/challenging situations.
• Understanding of HR systems and procedures, good computer skills (MS Office & Outlook)
• Excellent organizational skills, including prioritizing & multi-tasking effectively in a fast-paced environment.
• Ability to be focused and have a ‘can do’ attitude, including being flexible, adaptable and embracing on-going changes in the environment.