Office Administrator - Netherlands
- Abu Dhabi, United Arab Emirates
نُشرت قبل 5 أيام
عن الوظيفة
About Emirates Global Aluminium
Emirates Global Aluminium is the world’s biggest ‘premium aluminium’ producer and the largest industrial company in the United Arab Emirates outside the oil and gas industry. EGA is an integrated aluminium producer, with operations on four continents from bauxite mining to the production of cast primary aluminium and recycling. EGA employs over 7,000 of these people including more than 1,200 UAE Nationals. EGA operates aluminium smelters in Jebel Ali and Al Taweelah in the United Arab Emirates, an alumina refinery in Al Taweelah, a bauxite mine and associated export facilities in the Republic of Guinea, a speciality foundry in high strength recycled aluminium in Germany, and a recycling plant in the United States.
In this role, you will manage day-to-day operations of the EGA Europe B.V. office and entity, ensuring efficient administration, governance, and functioning of the office while providing support to senior leadership. Act as the primary coordination point for office operations, executive office management, stakeholder engagement, governance activities, and administrative services, enabling leadership and staff to focus on strategic priorities. Support EGA Europe B.V. CEO in ensuring compliance, operational efficiency, and a professional working environment
Key Accountabilities:
Office Operations & Administration
- Oversee the smooth operation of the EGA Europe B.V. office, ensuring all facilities, services, and administrative functions are effectively managed.
- Manage office supplies, equipment, maintenance contracts, service providers, and office-related procurement activities.
- Manage relationships with landlord, vendors, and service providers to ensure effective office operations and timely delivery of services.
- Ensure timely processing of office-related expenses, invoices, rent payments, and service contracts.
- Support new employee onboarding and workplace readiness activities in coordination with relevant corporate functions
Governance, Reporting & Action Tracking
- Coordinate the preparation, consolidation, and distribution of management, board, shareholder, and corporate governance materials.
- Maintain and distribute records of decisions, meeting outcomes, resolutions, and action items arising from governance and management forums.
- Monitor action item progress and ensure timely follow-up with accountable stakeholders.
- Escalate overdue actions, risks, and governance issues to senior management as appropriate.
- Ensure all documentation, approvals, and records comply with Delegation of Authority (DOA), governance requirements, and internal controls.
Continuous Improvement & Cost Management
- Identify opportunities to improve administrative workflows, office processes, and service delivery.
- Recommend and implement efficiency improvements, digital tools, and administrative best practices.
- Monitor administrative budgets and expenditures and identify cost optimisation opportunities.
- Support annual planning, budgeting, and forecasting activities related to office operations.
Meetings & Stakeholder Coordination
- Coordinate internal and external meetings, workshops, leadership visits, customer engagements, and corporate events for the EGA Europe B.V. CEO.
- Organize meeting logistics, venues, catering, materials, technology requirements, and attendance management.
- Facilitate communication and coordination among stakeholders across EGA entities, external partners, vendors, and service providers.
Correspondence & Information Management
- Draft, review, proofread, and format professional correspondence, reports, presentations, meeting minutes, and official documentation for EGA Europe B.V. CEO.
- Support the preparation and review of contracts, forms, applications, and other administrative documentation for EGA Europe B.V. CEO.
- Maintain accurate office records, databases, logs, personnel files, and information repositories.
- Maintain document control systems, records management processes, and confidential filing structures.
- Ensure accurate retention, storage, retrieval, and archival of corporate documents in accordance with company policies and legal requirements.
Executive Support & Calendar Management
- Manage complex executive calendars, appointments, meetings, international travel arrangements, visas, accommodation, and expense administration for EGA Europe B.V. CEO.
- Coordinate domestic and international business travel, including logistics, itineraries, approvals, and reimbursement processes for EGA Europe B.V. CEO.
- Prioritize and coordinate competing demands on executive time and proactively resolve scheduling conflicts for EGA Europe B.V. CEO.
- Act as a key point of contact between executives and internal/external stakeholders, ensuring effective communication and follow-up.
Safety, Quality & Environment
- Ensure compliance with all applicable safety, quality, environmental, governance and information management requirements.
- Promote a strong safety culture and actively support HSE initiatives within the office and project environment.
- Coordinate with relevant departments to ensure facility maintenance, office repairs and workplace activities are conducted safely and in accordance with company standards.
Business Support
Support business continuity and administrative risk management activities within the office.
Related Assignments
Performs other related duties or assignments as directed
Authority and Decision Making
- Works independently within clearly defined policies and objectives
- Keeps manager (MD, EGA Europe B.V.) and CFO, EGA Europe B.V. updated and recommends improvements as required
- Establishes work plan, determines the priorities in consultation with manager and works out the data / processes needed to achieve objectives
Qualifications and Skills
- Diploma or Bachelor's degree in Business Administration, Office Management, Management, Administration, Human Resources, or a related discipline
- Proficient in Microsoft Office applications, including Excel, Word and PowerPoint
- Strong communication, interpersonal and stakeholder management skills
- Quick learner with strong attention to detail and adaptability
- Ability to work effectively under pressure and meet tight deadlines
- Strong organisational and multitasking skills
- Comfortable working with data and digital business applications
- Fluent in Dutch and English
Minimum Experience
- 4+ years of administrative support and office management experience with a similar multinational / reputable organization and in a culturally diversified environment