The primary role of the Executive Assistant is to assist and manage the CIOs office. Moreover, most of his/her responsibilities cover organizing and coordinating all administrative-related activities within the department-this includes the reception desk: greeting visitors and customers, reviewing, sorting, and distributing mails, reviewing and editing correspondences of the CIO, making travel arrangements, collecting expense receipts; prepare and process forms for reimbursement, filing, monitor and help manage office equipment operations, and close collaboration and support with and to DI Finance.

KEY RESPONSIBILITIES AS EXECUTIVE ASSISTANT AND ADMIN:

• Provide high-level administrative support to the department, especially to the CIO.
• Effective communication: preparation and sending out correspondences, replying to certain emails on behalf of the CIO.
• Coordinate meetings and maintain calendars for the CIO, ensuring accuracy and timeliness.
• Prepare and write reports, power point presentations presented by the CIO to the CEO and Board of Directors, and as per the CIOs requirement.
• Draft and circulate meeting agendas, prepare minutes of the meeting, communicate meeting reminders, arrange venues, and refreshments. Write and distribute comprehensive minutes and action points to all members post- meeting.
• Screen calls and handles inquiries, redirect callers to appropriate staff members.
• Maintaining effective records and administration: filing systems (physical and electronic) in collaboration with Group HR; coordinate administrative workflow with other staff members.
• Maintains document movement/tracking record, such as invoices received, document for signature/approval from other departments for proper monitoring.
• Data gathering and collation for Telecommunications and department attendance.
• Oversee maintenance of office equipment, order supplies.
• Oversees facilities and materials utilized in the department, coordinating with appropriate services.
• to ensure smooth running and pleasant office environment.
• Prepare departments monthly Etisalat department usage report, annual Admin Budget report and monitor expenses, and weekly IT status report sent to the CEO by the CIO.
• Directs all functions related to the purchase in coordination with Finance & Admin dept.
• Life and Medical insurance in charge, liaising with Group HR Department.
• Prepares Purchase Committee Recommendations, creating Purchase Order and sending them to suppliers, adding new suppliers, and creating receipts through BaaN.
• Prepares quotations, sending them to clients.
• Update and chase related delegated tasks to ensure progress to deadlines.
• Liaising with Group HR Department for all HR-related Issues.
• Manages petty cash & prepare monthly report.
• Coordinates Admin. tasks such as visa application/ renewals for the staff, Medical and Life Insurance application, TS trade license renewal, etc. to be completed accurately and efficiently.
• Set up and oversee administrative policies and procedures for offices and/or organizations.
• Maintenance and follow-up of reports such accomplishments, and timesheets.
• Assist in the onboarding process for new hires.
• Maintain close coordination between suppliers/vendors and Finance department by providing necessary documents and acquiring necessary approvals to ensure timely release of payments.
• Ensure that Corporate Credit card is being used properly and correct charges are paid.
• Prepare and distribute SLAs (Service Level Agreement) to the respective subsidiaries of Dubai Investments PJSC.
• Prepare NDAs (Non-Disclosure Agreement) and send them to the respective vendors and service providers.
• Monthly document preparation, and submission of credit card purchases to Finance for VAT refund purposes.
• Organize, maintain and proper sorting of IT accessories/equipment at the storage rooms to ensure easy access and identification, and to avoid unnecessary hazards.
• Properly sort all IT/ electronic wastes and dispose of the same ensuring the alignment with the organizations campaign towards sustainability.
• Disseminate invoices to subsidiaries, follow-up, and collect payments from subsidiaries in the absence of the person in-charge.
• Purchasing pantry supplies in the absence of the person in-charge.
• Interpret administrative and operating policies and procedures for employees.
• Manage the reservation of the company vehicle.

KEY RESPONSIBILITIES AS IT PROJECT OFFICER:

• Coordinates IT projects and ensures company resources are utilized appropriately.
• Compiles project status reports, coordinates project schedules, and manages project meetings related to IT.
• Coordinates IT project activities and ensures all project phases are documented appropriately.
• Ensure all documentation related to the transformation initiatives is maintained and stored for records.
• Organizing, attending in stakeholder meetings and distribute minutes to all project team members.