Executive Office Coordinator

Key Accountabilities

• Coordinate the Business Unit Division objectives implementation procedure to ensure organizational effectiveness and efficiency in the office of the General Manager.
• Coordinate and provide regular updates on Business Unit report progress.
• Coordinate and compile the Business unit / Division reports such as KPI measures, Minutes of meetings, BAC & Board and follow up the Quality objectives and their effective implementation.
• Coordinating both internal and external meetings and resources.
• Oversee and coordinate the Business unit Division administrative, information sharing, and communication for GM's office.
• Follow up and update all actions using systems, Change management, Human Capital Digital transformation actions, HSE Actions, management actions, Risk Management, Procurement, and Agreements/Contracts.
• Coordinate and follow up on the preparation of the Annual Budget.
• Manage calendars in close coordination with executives, Business Unit Managers, ensures tasks/follow-up actions are acted upon in a timely manner, and prioritize appropriately.
• Prepare a variety of documents such letters, agendas, reports, circulars, internal memos, PowerPoint presentations, and spreadsheets as necessary to facilitate presentations, meetings, and actions.
• Arrange all aspects of Business mission trip travel, coordinate of visa, and manage expense reporting.
• Interact with internal and external stakeholders and answer inquiries, follow up on pending matters or problems.
• Organizing staff meetings includes dates, venues, and agendas minutes.
• Update action points resulting from Management meetings for follow-up and timely completion.
• Develop and maintain strong business relationships with key stakeholders and partners.
• Contribute to the identification of areas and opportunities for continuous improvement in the operating procedures and functional objectives.
• Monitor all correspondence requiring the General Manager's signature to ensure proper ordering and completeness. This includes carrying out arithmetic check, proof‑reading, registering, indexing, filing, and sealing of documents according to applicable systems.
• Coordinate with General services for the preparation of visits and other arrangements for the General Manager's visitors. This includes ensuring a high standard of reception services, transportation, hotel accommodation, etc are provided.
• Keep abreast of the Company's policies and procedures, more particularly in respect of administration and authorities.
• Perform other similar or related duties as assigned such as arranging for field and overseas business, trips, collecting and compiling information for reports, obtaining data by specific deadlines, etc.
• Work on special projects as needed.

• Coordinate Business Unit division business plans and budget on a regular basis as and when required.

• Implement & comply with the relevant Business policies, processes, systems, standards, and procedures to accomplish operational objectives.

• Contribute to the identification of areas and opportunities for continuous improvement in the operating procedures and functional processes.

• Comply with relevant HSE policies, procedures, and control and applicable legislation and sustainability guidelines in line with international standards, best practices, and ADNOC code of practices.

• Prepare and issue weekly work progress status reports to facilitate the weekly meetings and for necessary discussion with the reporting business.
• Provide inputs to prepare section progress reports for Management.

Internal: Business Unit/ Department/ Division Manager and Staff at ADNOC HQ

External: Banks, Suppliers, Insurance, IT Services

Minimum Qualification:

Bachelor's Degree in Business Administration or Finance

Minimum Experience:

10 years experience in Executive office coordination, Management Secretary, or in a large organization related to Oil and Gas Industry

Technical

Competencies:

As per the approved competency dictionary

Behavioral

Competencies:

As per the approved competency dictionary