Executive Assistant - | Dubai World Trade Centre | Dubai

Job description

An exciting opportunity for an Executive Assistant has arisen in the Corporate Office division at Dubai World Trade Centre for a highly motivated and hardworking individual.

The main purpose of this position is to provide administrative support for all aspects of Corporate Office Management for the Senior Vice President - Corporate Office and be responsible for day-to-day operations of the Corporate Office. The role will manage the cross-company project tracking and coordination (PMO) activities, establish a streamlined and efficient administrative unit to manage document control, compliance and centralized management in addition to providing operational assistance to the Corporate Office team members.

Your duties includes but not limited to;

Executive Assistance (EA) to SVP Corporate Office responsibilities which includes coordination, integration and overall administration of all correspondence from the Corporate Office in a timely fashion with a high degree of accuracy

Management of calendar with an optimised process for weekly schedule management; coordination with relevant internal departments, stakeholders and external entities and handling any travel arrangements

Management (incl. drafts and content edits) of preparation, final production and controlled distribution of reports and presentations; Document custodian responsible for maintaining log registry and updated version of all consolidated records on file

Support in the supervision of all required financial administration, including data entry, raising and processing invoices, monitoring payments, travel and subsistence reconciliations, liaising with the Finance Department to resolve any matters

Collation and tracking of all DWTC Cross functional Projects that require C-level visibility; Maintenance of the central repository with a unified reporting platform – under the oversight & management of Corporate Office

Ensure all project related documents are maintained, reports provided by departments are as per compliance guidelines and follow up communication is logged

Update/redefine as needed existing Governance & Standards for more efficient process management in compliance with best practice standards

Responsible for review and verification of all data from departments and highlighting critical issues to attention of Corporate Office for escalation to CEO:

Review supporting documents wrt. project delivery & objectives to ensure ‘quality’ & consistency

Review deliverables against prescribed timelines (On Time in Full - OTIF) and within approved budgets

Establishment of an operational and document control administration function across the Corporate Office including Budget, Policies & Procedures, Organisation Mandate

Streamlined workflows to enable efficient process management of cross-company communications, performance reviews, project tracking etc.

Unified document archiving, control and management systems including historic and existing data across the Office to maintain a single repository

Support the supervision and active management of the operations and administrative needs including collation of all required historic information, clean-up and archiving, set-up and maintenance of compliance-related documentations and regular upkeep and management on a day-to-day basis

Responsible for development, management and monthly review of variances against the budget (including Cap-Ex and Op-Ex) requirements – i.e. highlighting gaps against monthly P&L to Manager Corporate Office/SVP-Corporate Office

Coordination, organisation and operations of meetings including schedule coordination and travel arrangements; Document preparation & advance correspondence i.e. communication of agenda and post-meeting communication of any memorandums

Meeting set-up, Attendance logs, Minute taking, Action follow ups, reporting on deliverables, preparation & circulation of memorandums and supporting documents requiring approvals and/or secondary review

Support on all communications/correspondence with Internal DWTC Management and External Government stakeholders

Liaising with internal DWTC businesses for updates and reporting back on delivery/status Custodian of confidential documents and responsible for management and circulation between stakeholders