Executive - Admin Assistant

Job Description

About International Office Unit

To deliver on the global expansion ambitions of the UAE’s leadership, AD Ports Group senior management established the international offices (‘IO’) in March 2022. The main function is the origination, assessment, transaction development and implementation of global projects, as well establishing and maintaining relationships with government stakeholders, customers and other partners enabling AD Ports Group to become a true global player in trade and logistics.

The operational activity of IO currently focuses in four main geographical regions – Africa, Middle East, Indian Subcontinent & Southeast Asia and Central Asia.

AD Ports Group now has presence in almost 40-plus countries. Some well‑established operations, some developing projects and some markets are just opening. The international office focuses on developing projects that support the five clusters of AD Ports Group (Ports, Maritime & Shipping, Logistics, Digital and ECFZ). IO acts as the central bolt connecting these five clusters, bringing them together for projects that benefit the overall growth of trade and industry in the said regions.

Responsible to support the Chief in the day‑to‑day administrative operations including managing the calendar, scheduling meetings, preparing presentations, handling correspondence and facilitating communication among other Group Departments/ Units/Clusters.

• Carry out administrative tasks such as managing calendars, organizing meetings, distributing materials, taking minutes, arranging visits and handling correspondence on behalf of the Chief.
• Ensure the office runs smoothly and efficiently by maintaining office supplies, managing office spaces, and coordinating repairs and maintenance work.
• Provide project management support for International Office initiatives as directed by the Chief.
• Facilitate communications between the Chief Office and other departments within the same Unit as well as communications and official correspondence among the Chief Office and other Units/Clusters.
• Act as the focal point for all external communications and ensure to answer stakeholders effectively and efficiently.
• Assist in the execution of corporate events and arrangement of logistics including room reservations, agenda preparation and catering arrangements.
• Assist in the development and execution of Unit administrative policies and procedures and ensure adherence from all departments.
• Monitor Unit budget, track expenses and highlight any issue for further consideration.
• Conduct research and gather information for the Chief to support decision making and project planning.
• Prepare presentations and reports to the Chief reflecting current office activities, status and issues.

• Bachelor's degree in Business Administration or a related field.

• Excellent English and Arabic Languages.

• A minimum of 6‑8 years of experience in a similar role.

• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite.
• Ability to work independently and as part of a team.
• Ability to handle confidential information.
  
  Detail‑oriented and organized, with the ability to maintain accurate office records and documentation.
• Demonstrated ability to prioritize and manage multiple tasks simultaneously.
• Good skills in time management, planning schedule and meeting deadlines.