Executive Assistant to COO & GM Arabic Speaker

Transguard Workforce Solutions continues to lead the nation's market as a trusted partner for innovative and fully integrated HR services. With more than a decade of experience and a highly skilled team, we are proud to support organizations across the region with tailored workforce solutions.

We are currently hiring a EA to COO/ General Manager - Arabic Speaker on behalf of a prestigious client, based in their Dubai office.

Job Purpose:

Role holders provide professional secretarial service to the COO. Scope of accountabilities will include confidentiality and acting as first point of contact in addition to other normal secretarial functions.

Job Responsibilities:

• Provide a personal, professional and confidential PA service to the COO to ensure that all matters are dealt with efficiently and appropriately.
• Review all correspondence dealing with it as necessary to ensure the COO role receives the support to carry out their role in the most efficient manner.
• To plan and monitor progress and take follow up action in respect of issues arising from correspondences meetings which have been delegated by the COO to subordinates to ensure that appropriate action has been taken within the required timescale and keep COO informed of developments.
• Perform complex administrative work exercising independent judgment in relieving the COO of administrative details.
• To create and maintain a personal and confidential record and filing system to ensure speedy and efficient retrieval of information.
• Schedule and facilitate internal and external meetings.
• Draft replies and where appropriate, prepare correspondence under manager’s guidance to ensure timely and appropriate responses to internal and external customers
• To respond to internal and external telephone enquiries, to deal with or refer, as appropriate, to ensure that an effective communication channel exists between the COO, his team, and the business
• Maintain and apply strict level of confidentiality in all work related matters, to protect the bank’s business interests.
• Research, compile, analyze, and summarize data for projects, reports, meetings as needed.
• Possess strong working knowledge of processes, and data necessary to ensure compliance with the Bank’s policies and practices.
• Keep updated about policies, procedures and practices within department / bank to ensure consistent adherence.
• Ensure necessary assistance and involvement in all COO Projects throughout the year
• Be the one point of contact for all activities for staff and their system related issues
• Prepare effective itineraries to ensure optimum utilization of time and other resources
• Proof, verify, and account for all expenses that are signed by COO.
• Prepare correspondence, reports, and requests on behalf of the COO independently or as directed.
• Acts as first point of contact for internal and external visitors and screen them to ensure that only the necessary visitors are directed to the department head.
• Attend to visiting employees to direct them to the appropriate person to ensure their issues are addressed.
• Assist newly recruited senior managers with their on-boarding and induction.
• Coordinate with IT and Admin with requests from new and existing staff.
• Assist direct reports with adhoc work as and when required.
• Act as a Back-up to COO EA and extend support in event of any additional spike in workload to the COO office.

Skills & Requirements:

• 8-10 years experience with a good understanding of banking practices.
• Good verbal and written command of English. Knowing Arabic will be an advantage
• Ability to work on a number of tasks concurrently and to use own initiative to manage time allocated to different tasks and work effectively to tight deadlines