Administrative Assistant

Roles and responsibilities

AECOM's Program Cost Consultancy team in Dubai is seeking a dynamic and organized Administrative Assistant to provide essential support to the team. The ideal candidate will be detail-oriented, proactive, and capable of handling a variety of administrative tasks in a fast-paced environment.

• Assist in day-to-day administrative tasks
• Prepare and edit documents, presentations, and reports ensuring accuracy and adherence to company standards.
• Maintain organized filing systems, both physical and digital, to facilitate efficient document retrieval.
• Schedule and organize project-related meetings, ensuring all stakeholders are informed of key dates and deliverables.
• Draft and edit professional emails, letters, and other correspondence as needed.
• Implement and maintain document control procedures, ensuring that all project documents are accurately labeled, stored, and accessible to the project team.
• Collaborate with project managers and team members to assist in project-related administrative tasks.
• Compile and organize project documentation, including contracts, specifications, and drawings, ensuring they are readily accessible for the team.
• Assist in data entry tasks related to project milestones, timelines, and resource allocation.
• Generate basic reports and analyses to support project managers in monitoring project progress.

Qualifications

• Diploma in Business Administration, Office Management, or a related field is preferred.
• Minimum of 2 years of administrative experience, preferably in a professional services or engineering environment.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and multitasking abilities with a keen eye for detail.
• Strong communication skills, both written and verbal.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• A proactive and positive attitude, with the ability to work both independently and collaboratively in a team.

Desired candidate profile

1. Organizational Skills

• Ability to multitask, prioritize, and manage time effectively.
• Coordinating appointments, meetings, and schedules.
• Filing and maintaining both physical and electronic records.

2. Communication Skills

• Clear written and verbal communication.
• Professional phone etiquette.
• Active listening and interpersonal skills for working with teams and clients.

3. Technology Proficiency

• Familiarity with office software like Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of calendar and scheduling software (e.g., Google Calendar, Microsoft Teams).
• Basic knowledge of office equipment (e.g., copiers, printers, fax machines).

4. Attention to Detail

• Precision in managing documents and records.
• Ability to spot errors and inconsistencies in data and correspondence.

5. Problem-Solving Skills

• Ability to handle unexpected challenges and come up with effective solutions.
• Manage resources or tasks that may require quick decision-making.

6. Time Management

• Balancing multiple tasks while meeting deadlines.
• Managing a busy calendar and appointments.

7. Confidentiality and Discretion

• Handling sensitive company information securely.
• Maintaining confidentiality in all aspects of the role.

8. Customer Service Orientation

• Engaging with clients or visitors in a courteous and professional manner.
• Providing high-quality support and maintaining relationships.

9. Team Collaboration

• Supporting managers and team members with various administrative tasks.
• Being adaptable to different team dynamics and company needs.

10. Project Management

• Assisting with project planning and coordination.
• Tracking deadlines, managing resources, and ensuring smooth execution.

11. Bookkeeping and Basic Finance Knowledge

• Handling invoices, budgets, or expense reports.
• Managing office supplies and procurement.