Admin Manager & Executive Assistant

Overview

About Gradiant

Role Overview

Admin Operations (OM)

• Oversee the Administration Operations for Gradiant Middle East. This includes Gradiant’s operations in Abu Dhabi, Dubai, Muscat, Manama and in KSA. Admin will include but is not limited to the following
• Facility Management for offices and staff accommodations:
• + Tenancy agreements
• + Building maintenance and upkeep
• + Safety and fire protection
• + Manage utility expenses
• + Property insurances
• Procurement: Manage office budgets and inventory, including equipment, stationery, and pantry supplies.
• Business Travel : Work with the travel agent and ensure that the process and polices are complied with and bring in improvements in air tickets and hotels. Support with visa applications where needed
• Company fleet : Oversee fleet of company vehicles including maintenance and fuel consumption
• Budgeting and cost management: Manage the admin budget and bring about improvements in costs

Executive Support for MD

• Calendar & Schedule Management: Manage complex calendars, prioritize meeting requests, and resolve scheduling conflicts across multiple time zones.
• Communication Liaison: Act as a "gatekeeper" and primary point of contact, managing professional correspondence, screening calls, and handling confidential information with discretion.
• Travel Coordination: Arrange comprehensive domestic and international travel itineraries, including flights, accommodation, visas, and ground transportation.
• Briefing & Documentation: Prepare meeting agendas, briefing notes, and presentations. Record minutes and track actionable items for the leadership team.

Requirements

• Software Proficiency: Advanced knowledge of Microsoft 365 (Word, Excel, PowerPoint).

Experience

• in an ERP environment will be essential.
• Communication: Exceptional written and verbal communication skills, with the ability to draft formal internal circulars and professional legal/commercial correspondence.
• Organization: Proven ability to manage multiple projects simultaneously under tight deadlines.
• Regional Knowledge and experience : 5 + years experience of which atleast 2 years in the Middle East. The role requires familiarity with local vendors , business practices in the Middle East.

Personal Attributes

• Discretion: High level of integrity when handling sensitive corporate and personnel data.
• Camaraderie : Manages relationships and works collaboratively and effectively with others to achieve goals
• Adaptability: Demonstrating resilience in navigating change and fostering a culture of adaptability.
• Inventiveness: Develops new ideas and concepts for identifying better solutions to current and future problems . Strives to continuously improve overall performance.
• Communication & Influence: Effectively communicates ideas by listening to diverse perspectives and persuading through logic and data .
• Customer Centricity: Understands and anticipates internal and external customer needs
• Gradiant is an equal opportunity employer.
• Qualified applicants will be considered without regard to race, color, religion, creed, gender, sexual orientation, gender identity, marital status, national origin, age, veteran status, disability, or any other protected class.