Administrative Assistant

Job Description

Role SummaryThis is an administrative professional position located inÿDubai, UAEÿsupporting several members of the Legal & Compliance Department based in Dubai from different teams (Middle East cluster, Maghreb Egypt & Levant cluster, Illicit Trade Prevention, Region VP, and Compliance).The position requires analytical and communication skills and the ability to effectively engage in outreach across the various functional organizations of the corporation. The Administrative Assistant will be responsible for providing high level administrative assistance while maintaining integrity and confidentiality with all materials and exercising discretion when collaborating with the business. The Administrative Assistant oversees and manages the flow and exchange of information, streamlines interactions with key constituents and facilitates initiatives on behalf of the Legal & Compliance functions supported. Work requires a high level of discretion and often requires the use and handling of confidential information.ÿExercises excellent problem solving and judgment skills in a fast-paced environment. The Administrative Assistant organizes team events, both internally and off-site. Actively promotes teamwork, optimizes services, and shares standard methodologies and works towards continuous improvement. The Administrative Assistant will also perform other administrative tasks using independent judgement and discretion, making sure that workload is actively managed, so that these activities are completed accurately and on time. Utilizes professional concepts and objectives to resolve complex issues in a creative and effective manner. Ensures that the office implements leading practices and operates at the highest ethical and governance standards. Demonstrates an inclusive, consultative and thoughtful approach to achieving cross-functional alignment on issues internallyÿwhile creating an environment of collaboration with business partners and Legal & Compliance Department colleagues.KeyResponsibilities:

• Coordinates and liaises administrative work for CLIENT?s Legal & Compliance team members located in Dubai.
• Provides high quality and effective administrative and business support.
• Acts as a point of contact between legal leadership and employees or other stakeholders.
• Relies on extensive experience and judgment to plan and accomplish goals.
• Exercises a wide degree of creativity and latitude in developing and coordinating activities on behalf of the supported team.
• Handles matters expeditiously, with dedication and follow-through on projects to successful completion, often under strict deadlines.
• Organizes meetings, manages agendas, calendars and emails and, schedules appointments and answers/redirects routine enquiries for internal/external sources.
• Holds the responsibility of travel organization (flights, accommodation, visas, expense reports, etc.) and department events, site activities and team off-sites meetings arrangement.
• Facilitates smooth communication between the executives, departments, other assistants, employees, external parties and customers. Distributes communications, cascade announcements, reports & highlights and write correspondence.
• Handles confidential information and maintain the security of the executives records and files.
• Supports induction process of new team members and collaborates with Legal Operations team for offices & space allocations.
• Monitors outgoing correspondence for consistency with corporate policy.
• Facilitates good working relationships with various constituencies to include internal and external business leaders, public offices, legislators, and federal officials.
• Arranges audiences, protocol, reception of visitors and replies to requests for information on programs and organize visits of officials from outside organizations, as required.
• Requires the ability to read and prepare a variety of correspondence, reports, forms, newsletters, budgets, etc. using prescribed formats and assuring that such documentation is correct in form and style.
• Requires the ability to deal with a wide range of personalities and people.
• Maintains a culture with a high degree of emphasis on dignity, respect, and inclusion.
• Performs other work-related duties as assigned.

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