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Mashreq is seeking an experienced Executive Secretary to support the Division Head in CIBG in the United Arab Emirates on a full time onsite basis. The role covers calendar management, arranging and prioritizing meetings, minute taking, travel coordination, document control, expense reimbursements, and providing HR and admin support to the unit. The ideal candidate has 3 to 6 years banking experience as an executive secretary, a university degree, full computer literacy, excellent written and spoken English, strong organizational skills, and a flexible can do attitude in a fast paced environment. In your application, tailor your resume to demonstrate diary management, meeting logistics, filing and data tracking, and stakeholder coordination, and include a concise cover note explaining how you will help the Division Head achieve objectives; reference Job Number 2 and apply via Mashreq's careers portal.

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MashreqBank

JOB DESCRIPTION

1

Job Title

Secretary/Administrator/Admin Assistant

Department

CIBG

 

Direct Supervisor

CIBG Division Head

Job Number

2

Job Purpose

 

• To support and assist the Division Head for meeting departmental objectives by providing full secretarial services.

   

3

Dimensions

 

Operating Budget

 

 

 

 

 

 

Number of Staff

 

 

 

Capital Exp. Budget

 

 

 

Other

 

 

Provide support and help to Unit Manager and staff for various assignments.

4

Key Result Areas

 

• Completes range of secretarial jobs for Division Head’s office including correspondence, calendar management & maintenance of documents/files.

• Manages diary, arranging & prioritizing appointments, conferences, and other events.

• Arranges all internal and external meetings convened by Division Head including scheduling, notifying participants and recording the minutes.

• Performs administrative duties such as screening calls and receiving/directing visitors.

• Books and manages meeting rooms.

• Attends to a variety of administrative details such as keeping informed of departmental/division activities, transmitting information, developing, implementing and interpreting policies and procedures, and monitoring day to day operations for the office.

• Prepares correspondence, reports, forms, vouchers, work orders and specialized documents related to the organizational unit to which assigned from drafts, notes, brief instructions, corrected copy, dictated tapes, proofreads materials for accuracy, completeness and compliance with departmental policies.

• Responsible for miscellaneous assignments such as dispatching mail, distribution of circulars and taking care of the stationary items.

• Reminds Division Head on pending tasks/activities as required.

• Manages itineraries, organizes and coordinates travel arrangements

• Maintains and updates Organizational Charts

• Ensures timely submission of expense reimbursements

• Creates and maintains data base and spread sheet files/trackers.

• Supports HR, Admin and Finance teams in coordinating various employee events.

   

5Operating Environment, Framework and Boundaries, Working Relationships 

• Work in a fully computerized environment with the latest and updated technology and packages which helps improve output and productivity.

• Good relationships with superiors and peers.   Interaction with different teams.

 

6

Problem Solving

 

• Having to face conflicting priorities – prioritization of workflow according to its importance and urgency to meet deadlines by Head of Retail Credit (Policy) Department.

• Scheduling and organizing meetings – coordinating with the concerned RBG partners as participants in the meeting so that the meetings run smoothly and on time.

 

7

Decision Making Authority & Responsibility

 

 

Scope of responsibilities cover:

• Handling / managing all secretarial assignments in a professional manner.

• Schedule & organize meetings for Division Heads

• Maintain and streamline filing system for each and quick retrieval for Department Head.

• Organize stationery to meet department’s requirements.

 

8

Knowledge, Skills and Experience

 

 

• Graduate from a well reputed University.

• 3 to 6 years banking experience as Executive Secretary.

• Fully computer literate.

• Excellent command over written and spoken English.

• Excellent organizational skills, including prioritizing & multi-tasking effectively in a fast-paced environment.

• Ability to be focused and have a ‘can do’ attitude, including being flexible, adaptable and embracing on-going changes in the environment.

• Good written and verbal communication skills.

 

The leading financial institution in MENA While more than half a century old, we proudly think like a challenger, startup, and innovator in banking and finance, powered by a diverse and dynamic team who put customers first. Together, we pioneer key innovations and developments in banking and financial services. Our mandate? To help customers find their way to Rise Every Day, partnering with them through the highs and lows to help them reach their goals and unlock their unique vision of success. Delivering superior service to clients by leading with innovation, treating colleagues with dignity and fairness while pursuing opportunities that grow shareholders value.  We actively contribute to the community through responsible banking in our mission to inspire more people to Rise.