Administrative​/Clerical Coordinator, Office Administrator​/ Coordinator

Job Code: 5710

Job Title:
Coordinator - Bilingual

Job Location:
Abu Dhabi

Language Preference:
Arabic and English

Role title

Coordinator

Department

Portfolio People Strategy

Role Purpose

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