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Senior Administrator

Date: 23-Dec-2021

Location: Dubai, AE

Company: Majid Al Futtaim

ROLE DESCRIPTION

Title:

Code:

Senior Administrator

TBA

Role Holder (if currently filled):

Role archetype

TBA

Not Applicable

Division/Department

Grade/Level

Shopping Malls – COO

Senior Administrator

Reporting to

Location

COO SMBU

UAE

Managing/Leading (if applicable):

Date of last revision

N/A

 

 

Role Purpose:

The position is responsible to perform various secretarial and general office works including diary management for the line manager effectively and in a timely manner to ensure smooth day to day functioning in the assigned area.

Role Details – Key Responsibilities and Accountabilities:

 

  • Type various executive correspondences, take notes and transcribe dictations.
  • Manage the general administration and office procedures to ensure the timely completion of tasks.
  • Co-ordinate and liaise with all Department Heads / Managers in the office as per Line Manager’s instructions for periodic Status Reports, arranging staff meetings, etc.
  • Attend to telephone calls for the Line Manager including routine inquiries and complaints etc.    Screen the calls and direct accordingly.
  • Maintain Line Manager’s schedule and take responsibility for time allocation. Plan the office priorities and keep projects and deadlines in mind. Accordingly arrange meetings for the Line Manager including travel arrangements.
  • Receive incoming mail, faxes and help Line Manager to sort, action & filing.                  
  • Draft routine response letters for minor issues for Line Manager’s approval.
  • Assist the Line Manager in related data collection and perform basic research in preparing various reports and proposals.
  • File and retrieve records and correspondences.
  • Keep sensitive material in confidence when requested.                                        
  • Observe and implement established office policies and procedures.
  • Undertake any ad-hoc assignments given by the Line Manager.
  • Ensure compliance with the MAFP SMBU’s Code of Conduct, Departmental policies and HR Policies and Procedures at all times.
  • Be the advocate and ambassador of aligning and cascading the MAFP values in SMBU and ensure its adherence and exhibit the same all the time.

 

Disclaimer: This role description reflects the general details considered necessary to describe the principal responsibilities of the role identified and shall not be construed as an exhaustive description of all the work requirements inherent to success in the role.

 

Definition of Success

 

TBA

Other Context (if applicable):

 

TBA

 

Functional/Technical Competencies

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Strong interpersonal skills and the ability to build relationships with stakeholders and staff
  • Very good written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Emotional maturity
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment 
  • Forward looking thinker, who actively seeks opportunities and proposes solutions            

Personal Characteristics and Required Background:

 

Personal characteristics

  • TBA

 

Minimum experience

  • Minimum High School or Equivalent certification in relevant field

 

Minimum Qualifications/education

  • Minimum 4 – 7 years’ work experience in handling Secretarial tasks / Diary Management and in general Office Administration activities for senior management in a reputed Organization in a similar role