Executive Secretary - United Arab Emirates - Mashreq Bank

Description

Job Purpose

• Provide secretarial support to Group Head and assist in the general management of day to day affairs of the GH's office and efficiently carry out job assignments. 

• Support the group on all general admin matters.

  Key Result Areas

• Maintain internal discipline of the office of the Group Head by properly organizing meetings, appointments, discussions, reminding the GH as appropriate, etc. 

• Provide Group Head daily schedule of meetings, appointments, and other engagements. 

• Establish regular follow up with the respective division heads and other Group Heads, as required.

• Asist in the travel arrangements, hotel bookings, stationary request placements, liaison with procurement/admin units, etc.

• Mediate between stakeholders including end users, admin & external vendors, with regard to all admin related matters.

• Responsible for coordinating and following up on all requests logged with Admin Helpdesk for various maintenance services and with Technology HelpDesk for user/access administration and purchase of hardware and with CAD for processing of all expense reimbursement/claims of staff. 

• Handle all staff reimbursements/claims in compliance with policy. 

• Assist with the onboarding of new joiners in the team.

• Assist with organizing team events, off site meetings for the team.

• Follows up on action points with the responsible and designated persons.

• Prepares the minutes of meetings related to the team meetings.

• Keeps and maintains the team leaves and events tracker.

• Renders other responsibilities assigned by the Group Head from time to time.

  Operating Environment, Framework and Boundaries, Working Relationships

• Interacts with other MB depts./external vendors/ internal and external stakeholders to meet the premises needs of the team.

• Works closely with Bank's Admin Dept to resolve premises maintenance matters. 

• Deals with Technology to manage communication/access issues and to deliver hardware needs (particularly for new premises/refurbishments).

• Interacts with CAD to resolve staff reimbursement issues and for improved expense management. 

Problem Solving

• Ability to build consensus with a wide cross section of stakeholders which involves establishing a good rapport with various support functions/ Groups/ service providers both inside and outside the organization while implementing assigned projects. 

• Prompt trouble shooting skills and practical thinking is often required to resolve administrative and maintenance issues which are sometimes complex. 

• Has to have a good understanding and detailed knowledge of the Bank's expense policy /HR policy/ Admin guidelines / CAD procedures to manage and control claims/loans/maintenance issues efficiently. 

• Managing confidential matters and comply with the Bank's policies.

Decision Making Authority & Responsibility

• Will be privy to confidential information and hence the need to maintain confidentiality  at all times.  

• Authorized to screen all expense claims from staff and ensure they are within Bank's policy. 

  Knowledge, Skills and Experience

• High level of maturity and good communication skills are required to balance the needs and expectations of external stakeholders and employees. 

• Strong interpersonal and communication skills. With good command over English. 

• Ability to manage stressful situations caused by the sensitive nature of the position. 

• Must be able to work under pressure with short/challenging situations.

• Understanding of HR systems and procedures, good computer skills (MS Office & Outlook)