Office Administrator and Executive Assistant to Managing Director

at  APCO Worldwide

We are seeking a highly organized and efficient candidate to take on the dual role of Office Manager and Executive Assistant to the Managing Director in Abu Dhabi. This role will ensure the smooth operation of the office and provide high-level executive support to the Managing Director. The ideal candidate will have a strong background in office management and administrative support, with excellent multitasking abilities and attention to detail.

QUALIFICATIONS

• Minimum of 2 years of experience in office management, administrative support, or as an executive assistant.
• Proven experience in managing office operations.
• Bachelor’s degree in business administration, Office Management, or related field preferred.
• Strong organizational and multitasking skills with the ability to prioritize tasks and manage time effectively.
• Excellent verbal and written English communication skills, with a professional demeanor, Arabic is a plus.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and other office management software.
• Ability to handle sensitive information with confidentiality and discretion.
• Strong attention to detail.
• Strong interpersonal skills and ability to build positive relationships with staff, vendors, and clients.
• Experience with PRO-related tasks such as visa processing and Abu Dhabi government paperwork.
• Experience in coordinating and supporting client events and employee engagement activities.
• Must be based in Abu Dhabi or be willing to relocate.

Office Manager and Administrative Duties:

• Manage day to day operation of the office including:
• Maintenance
• Mailing
• Ordering supplies
• Handling bills
• Ensure the office is presentable and maintain the upkeep of the premises
• Answer all incoming calls and attending to guests
• Liaise with suppliers to order office/pantry supplies, equipment, furniture and marketing material.
• Maintain the list of office reference materials, such as newspapers, publications, and other online subscriptions and keeping track of such expenses.
• Maintain filing system for Administration/Finance.
• Maintain office expenses and prepare monthly or quarterly reports
• Manage PRO and all needed government paperwork (employees visas, medical insurance, registrations)
• Support IT-related matters such as mobile phone contracts and purchasing IT equipment
• Serve as part of the overall company administrative team and assist other project groups when time allows
• Find and manage vendors for outsourcing such as translation agencies, monitoring & clipping agencies, and multicasting services
• Help employees with client events and conferences arrangements
• Liaise with building manager and office owner
• Health & safety management
• Conduct admin induction for new hires
• Work with HR team in planning and executing employee engagement activities
• Provide logistics and on ground support for expats
• Executive Assistant to the Managing Director Duties:
• Act as the point of contact among leadership, employees, clients and other external partners
• Manage information flow in a timely and accurate manner
• Manage calendars and set up meetings
• Make travel and accommodation arrangements
• Take minutes during meetings
• Support leadership team on client presentations
• Provid excellent customer service for internal and external clients, and administrative support for major APCO clients.

AD-Hocks Assignment/reports:

• As per the Direct Manager’s requests