Administrative Assistant

Job Purpose

The UICCA seeks an Administrative Assistant to provide exceptional administrative support and ensure smooth office operations. This role will be responsible for managing the front desk experience, coordinating visitor reception, and providing support across various departments, including PRO management, office management, supplier coordination, and event logistics.

Key Responsibilities

1. Visitor Management:
2. a. Welcome and assist visitors, ensuring a positive experience.
3. b. Maintain office security protocols by monitoring access through the reception desk.
4.  
5. Communication Management:
6. a. Manage the office telephone line, promptly addressing queries and directing calls as necessary.
7.  
8. Data Management:
9. a. Update HubSpot database and manage the supply of business cards.
10. b. Handle incoming and outgoing mail and packages.
11.  
12. Facilities Management:
13. a. Maintain reception area and meeting rooms, ensuring they are tidy and well-prepared.
14. b. Coordinate scheduling and preparation of meeting rooms.
15.  
16. Inventory Management:
17. a. Order and manage office supplies, processing purchase orders.
18. b. Maintain inventory of office supplies and handle related procurement tasks.
19.  
20. Vendor Relations:
21. a. Work closely with suppliers, including Khidmah and Provis, for office maintenance.
22.  
23. PRO Management:
24. a. Manage all PRO activities, including visa and work permits.
25.  
26. Event Support:
27. a. Work closely with the Operations and Culture Coordinator to coordinate scheduling and logistics for internal and external meetings, events, and team activities.
28.  
29. Administrative Tasks:
30. a. Perform general administration duties such as filing, typing, copying, and scanning documents.
31.  
32. Compliance:
33. a. Ensure compliance with ADGM rules and requirements for work permits, delivery and collection permits, access cards, parking permits and event permits.
34.  
35. Additional Support:
36. a. Contribute to organizational goals by performing any additional tasks as requested.
37. b. Supporting other operations tasks and projects as needed.

Knowledge, Skills, and Abilities

• Bachelor’s or Associate’s degree.
• 1-3 years of experience in administration or a related field.
• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
• Exceptional organizational skills with the ability to prioritize tasks effectively.
• Professionalism, discretion, and integrity in handling sensitive information.
• Excellent communication skills in English; proficiency in Arabic is a plus.
• Strong interpersonal skills and the ability to work well within a team.
• Positive attitude and ability to perform under pressure and tight deadlines.