Administrative Assistant / Government Affairs (Female)

Role Description

• The Administrative Assistant will be responsible for providing assistance for professional team in our Abu Dhabi Office.
• The candidate (Female) will be responsible for providing seamless, professional support to enable the smooth running of the team, the office and the business.
• The person in this role must be a self-starter, take initiative and demonstrate excellent follow-up skills as well as be able to handle a large workload in a fast-paced environment.

Key Responsibilities:

Administrative Assistance :

• Provide comprehensive secretarial assistance the departmental senior leadership.
• Prepares presentations, meeting agendas & takes the minutes of meetings.
• Handle document management, filing systems, and record maintenance.
• Update spreadsheets, dashboards, and trackers with high accuracy.

Sales & Marketing Coordination:

• Coordinate between Sales, Marketing, and Operations.
• Follow up sales pipeline, CRM reporting, marketing execution, social posts / enquiries, proposals, events, and internal communication.
• Generate commercial department monthly reports in addition to any ad hoc reports requested by the Commercial Head.

External Affairs:

• Act as the main point of contact with Municipalities, Tender Authorities, ADNOC, ISO, ICV and other government and non-governmental entities.
• Manage online portal uploads, handle all submissions, applications, and registrations related to company projects for all government platforms.
• Build strong professional relationships with government officials and departments.
• Coordinate internally with departments to gather required documentation for government submissions.

Office Correspondence:

• Act as a key point of contact for internal and external communication.
• Screen calls, emails, compose and prepare all related correspondence.
• Meet & Greet visitors & handle their inquiries or direct them to the appropriate manager.
• Track all projects & correspondence in both internal & external stakeholders.

Office Management:

• Key contact for Building management with regards to maintenance issues.
• Arranging Building Access Cards and managing all security requirements for the office
• Managing Health and Safety and Fire Safety protocols.
• Setting up and managing Office Supply contracts and dealing with all invoicing and accounts with relation to these.

General Administrative:

• Renewal of different companies' licences.
• Maintains personnel files and maintains confidentiality of all personnel data.
• Ordering Groceries and supplies for the office.

Requirements:

• Previous experience as an Executive Assistant, Coordinator, or Secretarial role.
• Proven experience with online government portals and submission platforms.
• Strong knowledge of MS Office (Word, Excel, PowerPoint, Outlook) and digital collaboration tools
• Excellent written and verbal English communication skills.
• Strong organisational and multitasking abilities
• Detail-oriented with strong follow-through
• Well-presented & Service-oriented mindset
• Female

Qualifications:

• Bachelor’s degree, diploma, a relevant degree in Hospitality or a related field.

About Landscape Arabia:

• Landscape Arabia: has worked on numerous residential architecture projects giving a view of your dream house
• Landscape Arabia: Your landscape will increase the value of your residence, by providing an integrated landscaping plan
• Landscape Arabia: We have one of the biggest and competitive nurseries in UAE (Pheladelfia) that supplied a high quality of unique and specimen trees from worldwide countries.

About Pheladelfia Agriculture:

• Pheladelfia: Our expert landscaping services are designed to transform spaces into lush and inviting environments, ranging from residential gardens to large commercial projects.
• Pheladelfia: We take great pride in offering a wide range of high-quality horticultural products to cater to all your landscaping and gardening needs.
• Pheladelfia: Our tree collection features a diverse array of species, including both native and exotic varieties.

How to Apply:

Please send your CV along with Cover Letter to:

• Email: HR@Pheladelfia.com

Job Types: Full-time, Permanent

Pay: AED3,500.00 - AED5,000.00 per month

Experience:

• Government / External Affairs : 1 year (Required)
• Administrative assistant / Coordinator: 3 years (Required)

Location:

• Abu Dhabi (Required)