drjobs Administrative Assistant العربية

Administrative Assistant

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1 Vacancy
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Jobs by Experience drjobs

Not Mentionedyears

Job Location drjobs

Al Ain - UAE

Salary drjobs

Not Disclosed

drjobs

Salary Not Disclosed

Nationality

Emirati

Gender

Male

Vacancy

1 Vacancy

Job Description

Roles and responsibilities

  • Execute day-to-day administrative tasks with efficiency and precision.
  • Prepare and edit documents, presentations, and reports ensuring accuracy and adherence to company standards.
  • Maintain organized filing systems, both physical and digital, to facilitate efficient document retrieval.
  • Schedule and organize project-related meetings, ensuring all stakeholders are informed of key dates and deliverables.
  • Draft and edit professional emails, letters, and other correspondence as needed.
  • Implement and maintain document control procedures, ensuring that all project documents are accurately labeled, stored, and accessible to the project team.
  • Collaborate with project managers and team members to assist in project-related administrative tasks.
  • Compile and organize project documentation, including contracts, specifications, and drawings, ensuring they are readily accessible for the team.
  • Assist in data entry tasks related to project milestones, timelines, and resource allocation.
  • Generate basic reports and analyses to support project managers in monitoring project progress.


Qualifications

  • Diploma or Degree in Business Administration, Office Management, or a related field is preferred.
  • Minimum of 2 years of administrative experience, preferably in a professional services or engineering environment.
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Excellent organizational and multitasking abilities with a keen eye for detail.
  • Strong communication skills, both written and verbal.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • A proactive and positive attitude, with the ability to work both independently and collaboratively in a team.

Desired candidate profile

As an Administrative Assistant, the following skills are essential to effectively support executives, teams, and business operations:

1. Organizational Skills

  • Time Management: Ability to prioritize tasks, manage deadlines, and handle multiple responsibilities efficiently.
  • Attention to Detail: Ensuring accuracy in all aspects of the role, from scheduling to document preparation.
  • File Management: Keeping both physical and digital files organized for easy retrieval.

2. Communication Skills

  • Verbal and Written Communication: Clear and concise communication with internal and external stakeholders, via email, phone, or in person.
  • Customer Service: Offering professional support and handling inquiries or complaints in a polite and efficient manner.
  • Interpersonal Skills: Building relationships with coworkers, clients, and executives to create a productive environment.

3. Technical Skills

  • Microsoft Office Suite: Proficient in Word, Excel, PowerPoint, and Outlook for document creation, data management, and communication.
  • Project Management Software: Familiarity with tools like Asana, Trello, or Microsoft Project for task tracking and scheduling.
  • Database Management: Basic knowledge of database systems for managing contacts, schedules, and other records.
  • Virtual Tools: Proficiency with video conferencing tools (Zoom, Microsoft Teams) and collaboration platforms (Slack, Google Workspace).

4. Problem-Solving Skills

  • Resourcefulness: Ability to anticipate challenges and find solutions efficiently.
  • Decision-Making: Making informed decisions when handling routine tasks or responding to unexpected issues.

5. Scheduling & Calendar Management

  • Appointment Scheduling: Coordinating meetings, travel arrangements, and events.
  • Calendar Management: Efficiently managing executives' or teams' calendars, ensuring no conflicts and maximizing time efficiency.

6. Confidentiality & Discretion

  • Handling sensitive company information with care and maintaining discretion when necessary.
  • Managing confidential documents, financial data, or personal information.

7. Accounting & Budgeting (Basic)

  • Expense Tracking: Monitoring and processing invoices, receipts, and petty cash.
  • Budget Management: Assisting with budget creation or monitoring departmental spending.

8. Event Planning

  • Coordinating logistics for meetings, conferences, company events, or team-building activities.
  • Handling travel arrangements, venue bookings, and catering.

9. Adaptability

  • Multitasking: Ability to switch between tasks and adapt quickly to changing priorities.
  • Stress Management: Maintaining composure during high-pressure situations.

Employment Type

Full-time

Department / Functional Area

Administration

About Company

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