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Coordinator/ Executive Assistant

Masdar (Abu Dhabi Future Energy Company)

2 - 3 years Abu Dhabi - United Arab Emirates

Any Nationality

, Posted on May 16, 2018 1 Opening

Job Description

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Job Description
• Perform and manage all activities within the Executive Director s office including implementation of procedures, process management, and records management;
• Maintain orderly files and accurate records, retrieving information as required;
• Create and maintain an effective filing and archiving system to manage, track, and store all business and personal activities and communications (email, fax, courier, mail);
• Maintain the budget for the Executive Director, ensuring accuracy;
• Manage the Executive Director s calendar, arranging and coordinating appointments and travel, acting independently upon knowledge of issues, awareness of preferences and time constraints;
• Arrange meetings and special events on behalf of the Executive Director;
• Attend events and meetings, when requested by the Executive Director;
• Manage the Office s incoming and outgoing calls/emails
• and ensure that the Executive Director s guests are treated with the highest standards of hospitality;
• Prioritize correspondence addressed to the Executive Director referring issues and inquiries to relevant personnel for information, response or follow-up, ensuring specific issues receive immediate attention;
• Manage the Executive Director s email, flagging urgent and important emails for attention, and ensuring the email inbox is organized and up to date;
• Attend meetings and distribute minutes as required, ensuring follow-up on all action points;
• Track the progress and the quality of work being achieved by Manager s/Director s within the office;
• Communicate progress and related project information to the Executive Director and relevant stakeholders;
• Set up and manage support functions covering planning, tracking, reporting, quality management and internal communication;
• Responsible for reliable Benchmarking procedures against measured KPIs to enable improvement;
• Manage the Executive Director s personal calendar, arranging and coordinating personal appointments and travel, acting independently on knowledge of issues, awareness of preferences and time constraints;
• Manage and deal with any requirements and issues including personal;
• Handle the Executive Director s financial and accounting matters with confidentiality;
• Exercise discretion in dealing with confidential and sensitive matters;
• Perform other duties as assigned and prioritized by the Executive Director.
• Perform document control through ensuring the implementation of relevant procedures, execution numbers, and protocols to reference, file, maintain and update any relevant documents in both hard and soft copies;
• Ensure all office files are managed according to confidential and internal processes.
• Proofread all documents etc. sent/emailed to the Executive Director ensuring accuracy and requesting corrections/further information etc. as required, based on knowledge of the Executive Director s preferences;
• Prepare and issue written and verbal communications on behalf of the Executive Director;
• Prepare presentation materials, reports and all relevant documentation as required by the Executive Director
• Translate necessary documents and conduct research as required;
• Act as a liaison with all internal and external entities, Governmental, public and private sector and responding to inquires/requests, ensuring sensitive/immediate issues are brought to the Executive Director s attentionCo-ordinate with other Departments as required for the efficient execution of required tasks;
• Excellent organizational and problem solving skills and the ability to work independently;
• Performance driven;
• Committed to operational objectives;
• Excellent time management skills;
• Maintain professionalism under pressure;
• High level of self-motivation;
• Excellent English and Arabic both spoken and written;
• Proactive and positive attitude;
• Excellent attention to detail;
• Excellent inter-personal and communication skills;
• Diplomacy, discretion and flexibility are essential;
• Excellent computer skills with knowledge of MS Office package, including Excel, PowerPoint and preferably Access;
• Experience in developing and maintaining both electronic and paper filing systems;
• Excellent multitasking skills and working under pressure; and
• Experience in taking minutes.
• Ability to prioritize and organize through calendar management skills
• Ability to manage own variable work load, ensuring timely and accurate completion of assigned work
• Must be fully aware of the sensitivity and confidentiality of the department
• Attention to detail

Industry Type : Power Generation / Power Distribution / Energy / Nuclear Energy
Functional Area : IT Software


Hospitality Operations Archiving Process management MS Office package Executive Director Records management Quality management Document control Time management

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Masdar (Abu Dhabi Future Energy Company)

Founded in the year 2006 by the Abu Dhabi leadership with an objective to advance renewable energy through commercialization, investment, education and R&D, Masdar is emerging as a leading name in the Emirate’s evolving global energy market. Masdar comprises of three main business units- Masdar City, Masdar Capital and Masdar Clean Energy. Masdar, a wholly-owned subsidiary of the Abu Dhabi Government-owned Mubadala Development Company, relies on a holistic approach that keeps it at the forefront of the global clean energy industry.

Dedicated to drive new sources of economic growth for Abu Dhabi, the company is always keen to attract the candidates who aspire to become a part of the innovative, global workforce. Working with the company means exploring new opportunities, learning and growing. Masdar offers a place where both local and expats can work together to develop new solutions for its customers available locally and globally. The company maintains a high standard of Reward/Recognition initiatives, Retention Programs and Talent Management Strategy.

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