Executive Assistant

Full Time

Al Futtaim Private Company LLC

Established in the 1930s as a trading business, Al-Futtaim Group today is one of the most diversified and progressive, privately held regional businesses headquartered in Dubai, United Arab Emirates. Structured into five operating divisions; automotive, financial services, real estate, retail and healthcare; employing more than 35,000 employees across more than 20 countries in the Middle East, Asia and Africa, Al-Futtaim Group partners with over 200 of the world's most admired and innovative brands. Al-Futtaim Group’s entrepreneurship and relentless customer focus enables the organization to continue to grow and expand; responding to the changing needs of our customers within the societies in which we operate.

Job Details:

Providing executive, administrative and clerical support to high-level management. This role demands exposure to highly sensitive information and involvement with superior contacts requiring considerable use of discretion, tact, diplomacy, and judgment. The basic administrative or secretarial duties involve diary management, greeting visitors, answering the telephone calls, conducting assignments and projects, receiving and distributing correspondence and mail, gathering information and compiling diverse reports for management.

Job Responsibilities:
Attend meetings and take minutes as and when required
Responsible for maintaining & managing the Director’s daily calendar and schedule
Arrange meeting invites and appointments and ensure the Director is well-prepared for the meetings;

Administrative Support:
Responsible for screening telephone calls, enquiries and requests
Act as the Director’s first point of contact and liaise with people from both internal and external organizations
Responsible for drafting correspondence, official letters, agenda, reports, slide presentations and other documents

Travel Arrangements:
Responsible for preparing travel expense reimbursements in line with the company’s International and Local Business Travel Policy.
Plan, organize and arrange the Director’s travel itinerary including but not limited to ticket and hotel bookings, visa processing, and other documentations related to the travel and ensure that it is in compliance with the company’s International and Local Business Travel Policy

Office Management
Responsible for maintaining and ordering stationery and grocery supplies for the department
Responsible for the upkeep and maintenance of the Director’s office and ensure that all office equipment & facilities are in working condition.

Filing and Document Circulation:
Coordinates incoming and outgoing communications and documentation, including distribution as appropriate, obtaining background information and preparing standard replies on behalf of the
Responsible for devising and maintaining office systems, including data management, filing and document tracking and circulation.

Ad-hoc administrative tasks
Provide support and assistance to the department in any administrative and coordination tasks as and when required

Job Context:
This position operates within the context of confidentiality, diplomacy and judgement. Guiding principles will be found in the published policies and procedures as well as past precedent. However, the ability to operate within indistinct parameters is also important.

Job-specific skills:
Excellent written communication skills including the ability to compile and prepare reports, presentations, submissions and other documents.
Excellent organizational and administrative skills, including an ability to meet deadlines and manage a varied workload in a busy environment.
Proficient in Microsoft Office suites i.e. MS Word, Excel & PowerPoint
Excellent oral communication skills, including an ability to provide effective and appropriate advice and information to a variety of people and to use discretion with confidential information.

Behavioral Competencies :
Attention to detail
Professional knowledge

Minimum Qualifications and Knowledge:
Minimum secondary level of education. Degree qualification preferred.
5-8 years of experience in administration or secretarial role, with at least 2-3 years experience in the capacity of Personal Assistant or Executive Secretary for a Management level position in a large-sized organization.