Job Description

Role : Office Administrator

Location : Dubai

Role Purpose:

Supporting the Business Banking Head.

Key Accountabilities of the role

• Manage external contacts for the Business Banking Head, proactively understanding who they are, which are priority contacts and keeping track of periodic communication needed for priority contacts.
• Design filing systems, ensure filing systems are maintained and up to date and Ensure protection and security of files and records.
• Ensure effective transfer files and records.
• Transfer and dispose records according to retention schedules and policies.
• Report to Business Banking Head on regular basis the daily correspondence with service providers as well as the business partners.
• Manage service staff, temp staff & client receptionists.
• Handling internal memos for the department & also the external communications with external service providers/parties.
• Responsible for consolidating all performance appraisals of team members & coordinate with HR for the same.
• Manage all the office expenses related to stationary, printings, premises, and other amenities.
• Coordinate with Facility Management department related to any premises issues.
• Handle the interview appointments & recruitment agencies for the Business Banking Head.
• Coordinate with IT for on boarding of the new staff members & any additional requirement related to technology.
• Oversee the team events/gathering for Business Banking.
• Compliance with ADIB internal guidelines/policies & adhere to ADIB standards & values.
• Act as part of contact for general administrative matters and support issues as and when required.
• Handle confidential information in a professional and discreet manner.
• Handle Leave and Training plans.
• Manage Business Continuity requirements related to planning, implementing and testing for the unit/dept.

Specialist Skills / Technical Knowledge Required for this role:

Minimum 6 years of experience in Professional services environment.

• Strong background of administrative issues/dealing with vendors.
• Excellent calendar management skills, including the coordination of complex executive meetings.
• Understanding of internal bank processes and facility management.
• Strong organizational and strategic planning skills.
• Time Management & Task Prioritization.
• Ability to work in teams with teamwork spirit.
• Ability to maintain a high degree of confidentiality.
• File and Document Management.
• Ability for problem solving & managing expectation.
• Good communication, interpersonal skills & fluent in English and/or Arabic.