Executive Assistant / FI & NBFI.Injaz - CIBG - Dubai - Head of FI & NBFI.Corporate & Investment Banking Group

Role Overview

Executive Assistant to the Head of FI & NBFI in the Corporate & Investment Banking Group (Injaz - CIBG) at Mashreq in Dubai.

Role Purpose

Provide comprehensive executive and administrative support to the Global Head and Unit Manager, managing their day-to-day operations, schedules, communications, and organizational affairs to enable efficient execution of their responsibilities.

Key Responsibilities

Executive Support

• Provide secretarial support to the Global Head and assist in management of day-to-day affairs of the office.
• Carry out job assignments efficiently.
• Provide support and help to the Unit Manager and staff for various assignments.
• Remind the Division Head on pending tasks and activities as required.

Secretarial & Administrative Duties

• Complete a full range of secretarial jobs for the Division Head's office.
• Manage correspondence, calendar management, and maintenance of documents and files.
• Prepare correspondence, reports, forms, vouchers, work orders, and specialized documents related to the organizational unit from drafts, notes, brief instructions, corrected copy, and dictated tapes.
• Proofread materials for accuracy, completeness, and compliance with departmental policies.
• Screen calls and receive and direct visitors.
• Keep informed of departmental and division activities and transmit information.
• Develop, implement, and interpret policies and procedures.
• Monitor day-to-day operations for the office.
• Dispatch mail and distribution of circulars.
• Take care of stationary items.

Calendar & Meeting Management

• Manage diary and arrange and prioritize appointments, conferences, and other events.
• Arrange all internal and external meetings convened by the Division Head including scheduling, notifying participants, and recording minutes.
• Book and manage meeting rooms.

Travel & Logistics Coordination

• Manage itineraries, organize, and coordinate travel arrangements.
• Manage and coordinate IMF and SIBOS meetings, itineraries, and logistics.

Records & Data Management

• Maintain and update Organizational Charts.
• Create and maintain database and spreadsheet files and trackers.

Finance & Compliance

• Ensure timely submission of expense reimbursements.

Employee Events Support

• Support HR, Admin, and Finance teams in coordinating various employee events.