Executive Assistant - Investment Management

Our client, a large financial institution is urgently recruiting for an Executive Assistant to be based in Abu Dhabi. In this role, you will have the following responsibilities:

• Provide administrative and secretarial support to the Executive Director using thorough knowledge of the organisation with little direction
  
• Perform a variety of administrative or executive support tasks that are highly confidential and sensitive.
  
• Analyse and organise office operations and procedures such as bookkeeping, preparation of staff performance reviews, leaves, attendance, etc, information management, filing systems, requisition of supplies, and other administrative services
  
• Coordinate complex diary/travel arrangements; utilise extensive forward planning and time management
  
• Prepare internal and external correspondence
  
• Review, proofread, and edit documents prepared for the manager’s signature
  
• Take and transcribe dictation on technical and confidential matters from the manager
  
• Coordinate and facilitate the manager's calendar to arrange appointments, meetings, and conferences; in regular contact with industry and government officials and senior management in other firms
  
• Assist with the establishment, revision and maintenance of office procedures and policies
  
• Read and screen incoming correspondence and reports; make preliminary assessment of the importance of materials and organises documents; handle some matters personally and forwards appropriate materials to the manager and staff
  
• Research, compile, assimilate, and prepare confidential and sensitive documents, and briefs the manager regarding content
  
• E-mail management
  
• Prepare presentations and budgets
  
• Receive and screen incoming calls and visitors, determines which are priority matters, and alerts the manager accordingly. Make referrals to appropriate staff or provides requested information
  
• Maintain good relationships with other administrative, Operations and support staff
  
• Handle highly confidential files and records, including correspondence, budgets, complex financial reports and staff documentation.
  
• Maximise office administration efficiency and productivity through proficient workflows Research and develop resources that create timely and efficient workflow
  
• Establish uniform correspondence procedures and style practices
  
• Formulate procedures for systematic retention, protection, retrieval, transfer, and disposal of records
  
• Prepare departmental budget and budget reviews for presentation
  
• Review administrative, clerical and staff records to ensure completeness, accuracy, and timeliness
  
• Prepare and/or consolidate departmental activities reports for management
  
• Coordinate and supervise activities of various administrative, clerical, and support staff within the department
  
• Effectively manages direct reports including appropriate and timely performance management and development discussions
  
• Maintain contact with persons in similar roles with internal and external affiliates
  
• Act as liaison between the manager, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments
  

To be considered for this opportunity, you should meet the following criteria:

• Bachelor or university degree holder
  
• With minimum 5 years of extensive experience in providing high level of secretarial / administration support to senior management
  
• Have strong fluency in English and knowledge in another language is a plus
  
• Strong background and familiar in using complex functionality in Microsoft application
  
• Willing to be based and to work in Abu Dhabi
  

Due to expected amount of application, Black Pearl will only contact shortlisted candidates.