Overview
Executive Office Coordinator Jobs in Abu Dhabi, Abu Dhabi Emirate, United Arab Emirates at ADNOC Group
Title: Executive Office Coordinator
Company: ADNOC Group
Location: Abu Dhabi, Abu Dhabi Emirate, United Arab Emirates
Organizes administers and coordinates day-to-day operations and procedures to ensure organizational effectiveness and efficiency in the GM's office. Performs a wide variety of highly complex administrative and ensures that effective measures are in place.
Provide support to General Manager
Maintains a highly organizes filing system congruent with the highly demanding requirements of the General Manager for the information flow, to ensure the confidentially and correct of the provided services.
KEY ACCOUNTABILITIES:
Job-Specific Accountabilities
- Coordinate the Business Unit Division objectives implementation procedure to ensure organizational effectiveness and efficiency in the office of the General Manager.
- Coordinate and provide regular updates on Business Unit report progress.
- Coordinate and compile the Business unit / Division reports such as KPI measures, Minutes of meetings, BAC & Board and follow up the Quality objectives and their effective implementation.
- Coordinating both internal and external meetings and resources.
- Oversee and coordinate the Business unit Division administrative, information sharing, and communication for GM's office.
- Follow up and update all actions using systems, Change management, Human Capital Digital transformation actions, HSE Actions, management actions, Risk Management, Procurement, and Agreements/Contracts.
- Coordinate and follow up on the preparation of the Annual Budget.
- Manage calendars in close coordination with executives, Business Unit Managers, ensures tasks/follow-up actions are acted upon in a timely manner, and prioritize appropriately.
- Prepare a variety of documents such letters, agendas, reports, circulars, internal memos, PowerPoint presentations, and spreadsheets as necessary to facilitate presentations, meetings, and actions.
- Arrange all aspects of Business mission trip travel, coordinate of visa, and manage expense reporting.
- Interact with internal and external stakeholders and answer inquiries, follow up on pending matters or problems.
- Organizing staff meetings includes dates, venues, and agendas minutes.
- Update action points resulting from Management meetings for follow-up and timely completion.
- Develop and maintain strong business relationships with key stakeholders and partners.
- Contribute to the identification of areas and opportunities for continuous improvement in the operating procedures and functional objectives.
- Monitor all correspondence requiring the General Manager's signature to ensure proper ordering and completeness. This includes carrying out arithmetic check, proof-reading, registering, indexing, filing, and sealing of documents according to applicable systems.
- Coordinate with General services for the preparation of visits and other arrangements for the General Manager's visitors. This includes ensuring a high standard of reception services, transportation, hotel accommodation, etc are provided.
- Keep abreast of the Company's policies and procedures, more particularly in respect of administration and authorities.
- Perform other similar or related duties as assigned such as arranging for field and overseas business, trips, collecting and compiling information for reports, obtaining data by specific deadlines, etc.
- Work on special projects as needed. Generic Accountabilities
Budget and Operational Plans
- Coordinate Business Unit division business plans and budget on a regular basis as and when required.
Policies, Systems, Processes & Procedures
- Implement & Comply with the relevant Business policies, processes, systems, standards, and procedures to accomplish operational objectives.
Innovation and Continuous improvement
- Contribute to the identification of areas and opportunities for continuous improvement in the operating procedures and functional processes.
Health, Safety, Environment (HSE) and Sustainability
- Comply with relevant HSE policies, procedures, and control and applicable legislation and sustainability guidelines in line with international standards, best practices, and ADNOC code of practices.
Management Reports
- Prepare and issue weekly work progress status reports to facilitate the weekly meetings and for necessary discussion with the reporting business.
- Provide inputs to prepare section progress reports for Management
COMMUNICATIONS & WORKING RELATIONSHIPS:
Internal: Business Unit/ Department/ Division Manager and Staff at ADNOC HQ
External: Banks, Suppliers, Insurance, IT Services
QUALIFICATIONS, EXPERIENCE. KNOWLEDGE & SKILLS:
Minimum Qualification
Bachelor's Degree in Business Administration or Finance
Minimum Experience & Knowledge & Skills
1O years experience in Executive office coordination, Management Secretary, or in a large organization related to Oil and Gas Industry
TECHNICAL COMPETENCIES:
As per the approved competency dictionary
BEHAVIORAL COMPETENCIES:
As per the approved competency dictionary
