Transguard group is the UAE’s most trusted business support which deals with the field of cash services, security services, manpower services/workforce solutions, facilities management & aviation. Group believes “To be their customers’ trusted partner delivering total business support solutions, to enable them to focus on their core business”. Their vision is to change the landscape of business support services and the outsourcing environment in the region. Transguard has a large, dynamic and culturally diverse workforce numbering in excess of 61,000 people. Nowadays, Transguard Group is actively recruiting for Administrative Assistant for their trusted client to be based out of their headquarters in Abu Dhabi.
Job Purpose of An Administrative Assistant
Provide necessary support to the senior executives and the Hub personnel with complete secretarial and administrative services, including secretarial services, administrative management and coordination, liaison with internal & external contacts, general data analysis and basic research work.
What You Will Do As An Administrative Assistant
- Manage senior executives schedule.
- Maintain up to date files and records of all correspondence and documentation related to the Hub.
- Coordinate and liaise between the organization and Government authorities.
- Assist staff members on all government related services.
- Provide administrative support to staff members, including visa application, coordinating travel schedule, preparing meeting agendas and travel documents, e.g. travel memo, budget and expenses claims etc.
- Provide logistical support for the organization of meetings, events, workshops & conferences.
- Provide full scope of logistical support, including preparing for schedules, informing participants, confirming dates and times, sending electronical or paper invitations, drafting slides, taking and distributing minutes and notes.
- Handle all incoming and outgoing calls, faxes and email transmissions & coordination of appointments.
- Draft and prepare office memos, letters, meeting minutes, reports and other correspondence as instructed.
- Liaise with staff at the Headquarters, receive and interact with incoming visitors.
- Proofread and distribute general correspondence.
- Create, maintain and review office documents, such as process invoices and maintain an up to date record of vendor payments.
- Prepare expense/budget reports, memos, and other administrative record by collecting data from various tools.
- Assist in administering the budget of the Hub.
- Assist with data entry/collection/analytics, database maintenance and support basic research.
- Handle sensitive information in a confidential manner.
- Monitor stationary levels and order office supplies.
- Coordinate repairs to office equipment.
- Any other tasks that may be assigned from time to time by the supervisor(s).
Who Can Apply?
Qualification
- Bachelor’s degree in related field from a reputable university.
Experience
- Minimum 1 year of relevant administrative support experience in the international/financial institution.
Skills Desired
- Fluency in oral and written English.
- Proficiency in Arabic language is desirable.
- Excellent interpersonal and organizational skills as well as ability to juggle multiple priorities.
- Self motivated and detail oriented.
- Able to work under pressure and meet deadlines.
- Ability to deal with confidential and sensitive information.
- Proven experience with MS Office application is a must.
