Synopsis

To independently manage and organize the efficient functioning of the CEO office and to prioritize all appointments and activities.

Accountabilities

• Independently manage and organize the efficient functioning of the CEO office, coordinate and prioritize the daily and medium-term activities; using sound personal judgment, filter and steer contacts and activities based on levels of priorities and urgencies; serve as frontline person at the CEO office welcoming internal and external visitors and handling of high-level communication and correspondence with authorities and external parties.
• Maintain the diary; maximizing effective utilization of time, manage changes in schedule, and ensure that all matters brought forward to the office are responded and attended to in a timely and appropriate manner.
• Manage and organize internal and external meetings; communicate and confirm attendees, confirm agenda, ensure meeting resources (e.g. meeting rooms, handouts, press packs, agenda, food, equipment, etc.), and organize travels. Ensure preparation and follow up for regular department meetings. Take minutes of the meetings where required, and distribute to attendees in a timely fashion following meetings.
• Efficiently process and manage all inbound and outbound data and information, both confidential and routine; screen and sort mails, e-mails and other documents and ensure acknowledgments and responses are provided; review documents and if necessary ask for supporting data before forwarding for approval and signature.
• Prepare correspondence, reports and presentations. Ensure accuracy of information, attention to detail, timely data collection, integration of information where applicable, appropriate use of business language, preparation and submission within required timelines. Ensure readiness of reports as required.
• Manage the department’s petty cash and stationery. Maintain records of expense claim documentation, invoices, etc. Maintain office supplies keeping stock record and ordering replenishments.
• Manage travel arrangements for Senior Executive and senior managers as required, consultants, guests, etc., including assisting with securing visa.
• Prepare and update weekly and monthly management attendance schedule. Maintain administrative records for annual leave, duty travel and absence to ensure optimum staff levels are maintained.
• Upload and edit department information on EY intranet. Ensure that all functionalities are displayed properly.
• Assist in department specific tasks (e.g. update and maintenance of records, IT systems, databases, etc.), functions and other special projects as required.

Education & Experience

• Bachelor’s level, with additional certifications on office management or secretarial and computer courses
• 10 years overall experience in secretarial or administrative of which at least 5 years’ experience as an executive secretary is required; experience in a multi-cultural working environment ideal.
• Proficient in English and Arabic

About Etihad Engineering

Etihad Engineering is a part of ADQ, offering industry leading aircraft maintenance and engineering solutions including airframe maintenance, component repair, overhaul services and technical training, with a team of around 2,000 professionals from around the world. We have vast experience on Airbus and Boeing aircraft, delivering an extensive range of services such as advanced composite repair, cabin refurbishment and component repair. We are spearheading Abu Dhabi’s vision of being a global aerospace hub of the future and playing a crucial role in supporting economic growth and diversification in the United Arab Emirates.

To learn more, visit Etihad Engineering | Aircraft Maintenance and Engineering Solutions