Executive Assistant – Abu Dhabi

Job Description

<strong>Responsibilities<br></strong>Hexagon’s Asset Lifecycle Intelligence division (Hexagon) is seeking an Staff Administrative Assistant.<br><ul><li> Will perform all administrative duties to support Vice-Presidents and Executive Directors. </li><li> Will manage employees vacation and out of office calendars, maintain employee data base, updating the AXS portal, maintain employee records, issue salary certificates through the AXS portal, perform other HR administrative tasks under the HR Manager’s instructions. </li><li> Will responsible for budget tracking, payment processes, budget reconciliation, employees expenses, travel statements mobile/internet statements, follow up on pending payments, and other tasks under the Finance Manager’s instructions. </li><li> Will arrange travels for all the employees, register for events, schedule team meetings. </li><li> Will be the facility manager for the office and liaise with (a) building management (b) third party vendors (c) internal finance, IT and HR departments to ensure smooth operations of the office in compliance with corporate polices. </li><li> Will be responsible for (a) answering the general office phone line (b) ensuring the office environment public areas (lobby, conference rooms, kitchen etc.) remain clean, orderly and organized at all times. c) Monitoring inventory, ordering and stocking of office supplies, ordering devices for new and current employees and ensuring that they are handed back when contracts are terminated, ordering office grocery supplies (d) Organizing, communicating and coordinating any team events (e) Pick-up, distribution and dispatch of office mail. </li><li> PO Box renewal and Visa Applications &amp; process of all UAE employees. <br></li></ul><strong>Qualifications<br></strong><ul><li> Will perform all administrative duties to support Vice-Presidents and Executive Directors. </li><li> Will manage employees vacation and out of office calendars, maintain employee data base, updating the AXS portal, maintain employee records, issue salary certificates through the AXS portal, perform other HR administrative tasks under the HR Manager’s instructions. </li><li> Will responsible for budget tracking, payment processes, budget reconciliation, employees expenses, travel statements mobile/internet statements, follow up on pending payments, and other tasks under the Finance Manager’s instructions. </li><li> Will arrange travels for all the employees, register for events, schedule team meetings. </li><li> Will be the facility manager for the office and liaise with (a) building management (b) third party vendors (c) internal finance, IT and HR departments to ensure smooth operations of the office in compliance with corporate polices. </li><li> Will be responsible for (a) answering the general office phone line (b) ensuring the office environment public areas (lobby, conference rooms, kitchen etc.) remain clean, orderly and organized at all times. c) Monitoring inventory, ordering and stocking of office supplies, ordering devices for new and current employees and ensuring that they are handed back when contracts are terminated, ordering office grocery supplies (d) Organizing, communicating and coordinating any team events (e) Pick-up, distribution and dispatch of office mail. </li><li> PO Box renewal and Visa Applications &amp; process of all UAE employees. <br></li></ul><strong>Diversity Statement<br></strong>At Hexagon, we believe that diverse and inclusive teams are critical to the success of our people and our business. Everyone is welcome—as an inclusive workplace, we do not discriminate. In fact, we embrace differences and are fully committed to creating equal opportunities, an inclusive environment, and fairness for all.