Executive Office Administrator ADNOC UAE

ADNOC is actively hiring suitably qualified and experienced candidate for job role of an Executive Office Administrator in UAE. This job was posted by ADNOC’s career page on 16 Novemeber 2023. Candidates fulfilling the eligibility criteria should hurriedly grab this opportunity & submit their applications now.

Job Purpose of An Executive Office Administrator

• Responsible to maintain effective office management and perform secretarial and a variety of administrative and coordination activities to support the Chief Executive Officer.
• Cope with the dynamic and strategic environment of prioritizing the schedules of the CEO.
• Controlling all correspondences or documents related to all company divisions.
• Coordinating with different levels of employees and outside parties with tact, courtesy, evaluating nature and importance of visitors for CEO to maintain smooth and harmonious functioning of the tasks.
• Maintain high level of confidentiality and regularly monitor.
• Follow up the daily activities in order to be always ready to provide up-to-date status/ progress of all matters dealt by CEO, the jobholder contact with all levels in the company, the Owners, and external contacts.

Job Duties of An Executive Office Administrator

Reception & Communication

• Communicate directly, and on behalf of the CEO, with Borouge ADP Board of Directors and Board Advisory Committee Members. 
• To provide a bridge for smooth communication between the CEO and Executive and Extended Leadership Team within the Company. 
• To receive and answer telephone calls, take down / relay messages, and answer routine queries.
• Carries out reception duties at assigned office. 
• Answers and makes telephone calls. 
• Takes down and passes messages as directed.
• Receives sorts and distributes all incoming mail. 
• Makes copies as needed and presents to supervisor.
• Prepares outgoing mail for dispatch.
• Maintains a proper register for incoming/outgoing mail. 
• Ensures direct delivery of confidential material/mail.

Events & Meetings Coordination

• To maintain and organize CEO’s diary and schedules for meetings, appointments or contacts, prioritize his tasks and render assistance to ensure effective time management. 
• To arrange meetings and appointments for the CEO, receive visitors, enquire reason of visit for screening before directing to CEO’s office.
• To ensure arrangement of conference room and refreshments for meetings and workshops. 

Correspondence & Documentary

• Maintains updates and files the division’s documents.
• To maintain an efficient online computerized tracking system for all Incoming and Outgoing correspondences/documents for the current and previous years.
• To prepare and distribute Crisis Management (CMT) List for Senior Management on weekly basis.
• To take dictation, draft correspondences from brief notes or verbal instructions, type in English, proof read all documents and dispatch to the concerned.
• To maintain confidential and general files, and keep required office stationery and supplies.
• Files correspondence and other records related to the activities of the Division.
• Maintains and updates files.
• Establishes and improves own filing system.

What You’ll Do More?

Borque Corporate & Responsibilities

• Understand and keep abreast about Borouge’s vision, mission, main strategies and objectives.
• And to live and exercise Borouge’s values with all colleagues and stakeholders.
• Comply, support and enrich the culture and understanding of it through his / her communications with the internal and external contacts.
• Participate and contribute in the design, development and establishment of an Integrated Risk Management Framework within the Unit while identifying and assessing relevant domain risks, implement measures to manage and mitigate all identified risks within the function.
• Ensure corporate business ethics and Company’s Code of Conduct are communicated to employees within the function in compliance to the Corporate Policies and guidelines.

Date Entry

• Types, proof-reads and distributes a variety of material such as letters, cables, reports and tabulations.
• To apply computer programs to prepare slides for management presentations and workshops.
• Compiles or coordinates the compilation of data and prepares in the form of reports, analysis, tabulations, etc.

Processes & Systems

• Implement approved the respective policies, processes, systems, standards and procedures in order to support execution of the work programs.
• Perform the procedures / SOP in line with the respective processes and activities to ensure timely processing.
• Provide timely information to the internal / external contacts in line with the approved policies and procedures.
• Provide with feedback on updating and implementation of new tools and techniques to improve the quality and efficiency of processes.
• Make sure full compliance to Quality Management System’s controlled documents, and implemented practices in line with ISO standards to ensure consistency in the respective processes.

Qualification & Experience

• Bachelor’s Degree in Business, Management or any other Discipline.
• Minimum 5-7 years of experience in total years of experience in office work, preferably in communication designations.

Skills & Knowledge Desired

• Fluency in English Language is a must. 
• Technical Writing Course is required. 
• Knowledge in Microsoft Office, Windows and Internet Browsing. 
• Typing in both Languages (Arabic & English); and exceed 70 wpm.
• Hands on and working knowledge of prevailing popular spreadsheets.
• Should be able to operate facsimile, photocopier, and various office machines and operate company’s applications related to the division. 
• Advanced communication skills. 
• Advanced technical and formal writing skills 
• Good interpersonal skills. 
• Attention to details. 

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