Office Administrator

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.