Admin Assistant

Role Overview

Admin Assistant at ADIB, Abu Dhabi.

Role Purpose

The regional administrative assistant manages day-to-day administrative tasks and provides full support to the regional head and regional business/support units. This includes managing diaries, contacts, business travel, office supplies, stationery, expenses, fees, credentials, and collating departmental submissions for trackers.

Key Responsibilities

Scheduling & Communications

• Organize diary and schedule internal or external meetings for team members, giving priority to the Head of Department.
• Communicate with different departments via phone and email to help team members fulfill their requirements and requests (IT, Administration, HR, Marketing, etc.) and with external clients.
• Handle and monitor internal departmental communication and communicate with various departments to answer all enquiries for the team and head of team (IT, Government Relations, Human Resources, etc.).

Travel & Events

• Arrange business trips for team members, including obtaining required internal approvals, applying for visas, making travel and hotel bookings, and arranging transportation as needed.
• Liaise with clients regarding travel arrangements.
• Coordinate conferences and invitation confirmations.
• Prepare marketing material for conferences and events.

Governance & Controls

• File all closed deals promptly per standard procedure.
• Monitor department costs and expenses through monitoring department requisitions and expenses.
• Provide familiarity with and explanation of all new policies and procedures related to petty cash, travel, Al Madar, and HR to the team.

Financial Management

• Handle all types of staff expense reimbursements (medical, club membership, travel, business gatherings, etc.) on Oracle—Al Madar System.
• Process other expenses manually for Zawya, Bloomberg, tombstones, and other required invoices.
• Handle petty cash expenses.
• Report department costs and expenses to head.

Recruitment & People

• Manage interview processes.
• Contact new recruits and coordinate with HR.

Skills & Competencies

• Communication skills (English required; Arabic preferred).
• Analytical skills.
• Presentation skills.
• Proficient user of Microsoft Office.
• Strong customer service and administration skills.