About Northern Trust

Northern Trust provides innovative financial services and guidance to corporations, institutions and affluent families and individuals globally. With 130 years of financial experience and nearly 20,000 partners, we serve the world’s most sophisticated clients using leading technology and exceptional service.

As a Northern Trust employee (Partner), you will be part of a flexible and collaborative work culture, which has a strong history of financial strength and stability. Movement within the organization is encouraged, senior leaders are accessible, and you can take pride in working for a company that is committed to strengthening the communities we serve.

Northern Trust is committed to working with and providing adjustments to individuals with health conditions and disabilities. If you would benefit from adjustments for any part of the employment process, please inform the recruiter to discuss your individual requirements.

We recognize the value of inclusion and diversity in culture, in thought, and in experience, which is why Forbes ranked us the top employer for Diversity in 2018.

Role Purpose

The office manager will assist the Abu Dhabi team in the smooth and efficient running of the office. The Manager will be responsible for the delivery of the highest quality service whilst also ensuring cost efficiency wherever possible.

Key Responsibilities

Office Administration
Ensure the preparation and circulation on a timely basis of data for in-house/external meetings as required.
Update Organisational Charts for the Department on a regular basis
Manage diary, to include meetings, dinner/lunch, travel, accommodation, etc… Organise travel/visa’s – liaise with the Company travel agent to ensure the best options in terms of cost and time saving
Global travel planning / itinerary and processing travel expense reimbursements (via Concur) ensuring accuracy and within a timely manner
Coordinate office governance reports – monthly and quarterly

Management General Activities
Supporting requirements of MS Word, PowerPoint and Excel adhering to NT corporate identity
Drafting letters in English – ensuring NT standards
Arrange and follow up on NT international colleagues visa
Manage new starter(s) and leavers requirements (e.g. business cards, Amex, iDM requests, ITM requests, orientation on the office facilities, etc..)
Ensure a back-up structure, including procedures, of activities with Riyadh and London administrators
Ad hoc administrative support to local management team
Admin Support for TNTCoSA branch.

Partner/HR Support activities
New Joiners Checklist – Ensure New Joiners admin tasks are completed on time – ID cards, access cards, offer pack dispatch, IDM Admin access for new employees etc.
Leavers Checklist – Ensuring leavers related admin activities are closed amex cancelation etc
Business cards, desk, laptop, etc…
Amex card issuance

Facilities Management Services

Office administrator is responsible for assisting with the cost efficient delivery of high quality facilities services in support of the Abu Dhabi office.
Establish new vendors documentation is completed and approved within NT policy
Submitting invoices into the system for approval and payment
Maintain a log of payments uploaded into the system and date when paid
Vendor liaison, acting as first line of contact
Manage the cleaning services company – ensuring office is clean at all times
Maintenance of NT assets and company lease hold improvements, furniture and fixtures and fittings
Communicate with the building management on maintenance or any other services (billing, complaint, guests notifications, parking, …etc)

Team General Activities
Photocopy binding, typing, etc., as required.
Printing presentations, Board packs, etc…
Meeting and greeting visitors/clients, phone and office in a polite manner and communicate messages effectively and managing visitors log
Manage courier receipt/deliveries
BCD Travel, flights and accommodation. Maintain an issue log with BCD

Working With Us

We’d love to learn more about how your interests and experience could be a fit with one of the world’s most admired and ethical companies. In return, we will support you with your personal and career goals in a number of ways:

Financial – Life Assurance, Disability Plan, Pension/ Gratuity, Annual Pay Review

Work Life Balance – Flexible Work Options, Incremental Annual Leave, Community Volunteer Days

Health & Wellbeing – Private Medical Insurance, Active Sports & Social clubs (lunchtime and after-work groups), Employee Assistance Program

Professional Development – Clear Career Path, Education Assistance, Recognition Programme, NT University (wide range of online, virtual & in-house training options) and employee-led Business Resource Councils dedicated to diversity and inclusion initiatives.

And Finally

We hope you’re excited about the role and the opportunity to work with us.

We value an inclusive workplace and understand flexibility means different things to different people.

Apply today and talk to us about your flexible working requirements and together we can achieve greater.

Additional Information