Administrative Assistant

Candidate is putting double hat for being in charge of the office management function for all ADIB Securities staff while being fully responsible as executive assistant for ADIB Securities GM.

Support all ADIB Sec. business units in their administrative tasks and coordinate with internal departments such as HR, FCD & facility management.

Report to ADIB Securities General Manager being his Exec Assist supporting him in implementing ADIB Securities business strategy.

Key Accountabilities of the role

Results Required

ADIB Securities Exec Assist

• Assist GM in his day-to-day work & organize his calendar, meeting and Inbox [This is a key function].
• Prepare in coordination with the relevant teams the weekly and all other MIS reports in a timely manner
• Manage GM’s internal & external correspondence.
• Oversee the staff leaves & daily attendance/punching while following up with HR & respective team member for regularization of records (if any).
• Report to GM on regular basis the daily correspondence with stock exchanges & regulatory.
• Support the ADIB Sec in the audit process by coordinating the relevant requirement from all stakeholders & attend the CAP committee meeting.
• Manage service staff including drivers, temp staff & client receptionists.
• Prepare Org chart for the company & oversee the JD/Score cards of the team members incl. new joiners.
• Handling internal memos for the company & also the external communications with regulatory/Markets.
• Manage all the expenses & purchasing materials for ADIB Securities offices.
• Maintain all files for ADIB Securities & ensure proper update & archiving is in place.
• Coordinate with IT for user access profile for staff members on respective applications.
• Working closely with ADIB Securities team members for the stationary requirements.
• Maintain record of the Job description, goals & appraisals for ADIB Securities team members.
• Control expenses for the company by negotiating with suppliers the materials & efficiently support the GM for smart savings and cost management.
• Responsible for new joiner’s arrangement from facility management & IT perspectives (Desk, phone set, Cell phones, PC/Laptop, outlook, access card etc.).
• Handling the inventory management for purchasing materials on Al Madar system such as stationary, photocopiers, office equipment’s, supplies & furniture.
• Responsible for all LPOs/payment orders & follow up with FCD for all vendor/suppliers’ invoices.
• Handle the petty cash for ADIB Securities for day-to-day requirements.
• Oversee the team events/gathering for ADIB Securities.
• Responsible for on boarding logistics of ADIB Securities staff members incl. seniors.
• Coordinate training needs to the L&D under the umbrella of HR.
• Arrange for the seniors to interview candidates in different positions/business units.
• Compliance with ADIB internal guidelines/policies & adhere to ADIB standards & values.

KPIs

• Resolute teamwork spirit
• Timely response to internal/ external clients
• Proactive approach
• Solution oriented
• Hard worker & dynamic
• Full Sharia & audit
• Compliance
• 360 feedback

Specialist Skills / Technical Knowledge Required for this role:

• Minimum 7 years of experience in Financial Services or Banking.
• Strong background of administrative issues/dealing with vendors.
• Bachelor’s degree in related field is required.
• Ability to manage secretarial tasks & deal with seniors.
• Strong skills on MS office including Power Point, and the ability to manage Outlook professionally.
• Understanding of internal bank processes and facility management.
• Strong organizational and strategic planning skills.
• Ability to work in teams with teamwork spirit.
• Good communication and time management skills.
• Ability for problem solving & managing expectation.
• Good communication, interpersonal skills & fluent in English and/or Arabic.
• Agree that this role profile reflects the current role and duties.

Tagged as: Banking