Executive Office Coordinator

Key Accountabilities

Job-Specific Accountabilities

• Organizes, administers, and coordinates day-to-day operations and procedures to ensure organizational effectiveness and efficiency in the General Manager's office.
• Performs a wide variety of highly complex administrative tasks and ensures that effective measures are in place.
• Provides support to the General Manager.
• Maintains a highly organized filing system congruent with the highly demanding requirements of the General Manager for the information flow, to ensure confidentiality and correctness of the provided services.
• Coordinates the Business Unit/Division objectives implementation procedure to ensure organizational effectiveness and efficiency in the office of the General Manager.
• Coordinates and provides regular updates on Business Unit report progress.
• Coordinates and compiles the Business Unit/Division reports such as KPI measures, minutes of meetings, BAC & Board, and follows up the quality objectives and their effective implementation.
• Coordinates both internal and external meetings and resources.
• Oversees and coordinates the Business Unit/Division administrative, information sharing, and communication for the General Manager's office.
• Follows up and updates all actions using systems including change management, human capital digital transformation actions, HSE actions, management actions, risk management, procurement, and agreements/contracts.
• Coordinates and follows up on the preparation of the annual budget.
• Manages calendars in close coordination with executives and Business Unit Managers, ensures tasks and follow-up actions are acted upon in a timely manner, and prioritizes appropriately.
• Prepares a variety of documents such as letters, agendas, reports, circulars, internal memos, PowerPoint presentations, and spreadsheets as necessary to facilitate presentations, meetings, and actions.
• Arranges all aspects of business mission trip travel, coordination of visa, and manages expense reporting.
• Interacts with internal and external stakeholders, answers inquiries, and follows up on pending matters or problems.
• Organizes staff meetings including dates, venues, agendas, and minutes.
• Updates action points resulting from management meetings for follow-up and timely completion.
• Develops and maintains strong business relationships with key stakeholders and partners.
• Contributes to the identification of areas and opportunities for continuous improvement in operating procedures and functional objectives.
• Monitors all correspondence requiring the General Manager's signature to ensure proper ordering and completeness. This includes carrying out arithmetic checks, proofreading, registering, indexing, filing, and sealing of documents according to applicable systems.
• Coordinates with General Services for the preparation of visits and other arrangements for the General Manager's visitors, ensuring a high standard of reception services, transportation, hotel accommodation, etc.
• Keeps abreast of the company's policies and procedures, particularly in respect of administration and authorities.
• Performs other similar or related duties as assigned such as arranging for field and overseas business trips, collecting and compiling information for reports, obtaining data by specific deadlines, etc.
• Works on special projects as needed.

Generic Accountabilities

• Budget and Operational Plans: Coordinates Business Unit/Division business plans and budget on a regular basis as and when required.
• Policies, Systems, Processes & Procedures: Implements and complies with the relevant business policies, processes, systems, standards, and procedures to accomplish operational objectives.
• Innovation and Continuous Improvement: Contributes to the identification of areas and opportunities for continuous improvement in operating procedures and functional processes.
• Health, Safety, Environment (HSE) and Sustainability: Complies with relevant HSE policies, procedures, controls, applicable legislation, and sustainability guidelines in line with international standards, best practices, and ADNOC code of practice.
• Management Reports: Prepares and issues weekly work progress status reports to facilitate weekly meetings and necessary discussions with the reporting business. Provides inputs to prepare section progress reports for management.

Communications & Working Relationships

Internal: Business Unit/Department/Division Managers and staff at ADNOC HQ

External: Banks, suppliers, insurance, IT services

Qualifications, Experience, Knowledge & Skills

Minimum Qualification: Bachelor's Degree in Business Administration or Finance

Minimum Experience & Knowledge & Skills: 10 years experience in executive office coordination, management secretary, or in a large organization related to the oil and gas industry

Technical Competencies

As per the approved competency dictionary

Behavioral Competencies

As per the approved competency dictionary