Administrative Officer

Administrative Officer – UAE National Location – Abu Dhabi

Provide confidential, efficient, and high-level administrative, secretarial, and analytical support to the Investment Department, ensuring smooth operations, strict confidentiality, and effective coordination with internal and external stakeholders.

Key Responsibilities

• Provide comprehensive administrative, secretarial, and analytical support to the Investment Department.
• Ensure the operational efficiency, organization, and confidentiality of the filing system and all related documentation.
• Maintain strict confidentiality of sensitive information with the highest level of discretion.
• Review administrative processes and develop internal procedures to improve efficiency, reduce waste, and optimize costs.
• Ensure optimal utilization and operational efficiency of shared office resources (printers, scanners, etc.) through timely coordination with relevant departments.
• Schedule, organize, and manage complex calendars, appointments, and meetings.
• Coordinate team registrations, logistics, and travel arrangements for missions, training, and official engagements.
• Organize logistics and prepare briefing packages for CIO and investment team missions.
• Prepare formats, templates, agendas, and supporting documentation for meetings and committees.
• Schedule and coordinate all relevant committee and departmental meetings.
• Attend meetings as required, record accurate minutes, distribute minutes, and follow up on action items.
• Assist in the preparation of reports, presentations, and documents for committee meetings.
• Conduct research, collate, analyze, and summarize data for reports and presentations.
• Prepare, proofread, and finalize documents, presentations, proposals, and correspondence for the CIO and Investment Committee.
• Assist the Operations team in compiling and ensuring availability of required documentation for internal and external audits.
• Establish, coordinate, and maintain investment schedules and records.
• Establish and maintain a comprehensive contact list of investment managers, consultants, custodians, and other investment service providers.
• Coordinate and schedule meetings with external investment service providers.
• Index, file, and maintain records of documents received during meetings with external parties.

Preferred Experience & Skills

• Bachelor's Degree
• Secretarial Certification
• Microsoft Office Certification
• Minimum 10+ years of relevant experience within the UAE (financial/investment background preferred)
• Minimum 7+ years of experience providing secretarial and administrative support to Executive Management
• Excellent verbal and written communication skills (English and Arabic)
• Strong research and analytical abilities
• Highly organized with strong multitasking capabilities
• Ability to work under pressure and demonstrate initiative
• Proactive, collaborative, and team-oriented approach

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