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 Responsibility:
Facilitate travel arrangements, ensuring compliance with company travel policies and handling expense reimbursements.
Oversee the upkeep of the Director’s office, managing supplies and equipment.
Establish and maintain office systems, including data management, filing, and document circulation.
Conduct research and compile data for decision-making processes.
Assist in managing and coordinating projects led by the Asset Management Director.
Efficiently manage the Asset Management Director’s calendar, prioritizing tasks and appointments.
Coordinate meeting logistics, prepare materials, and ensure the Director’s readiness.
Act as the main point of contact for the Director, fostering positive relationships with internal and external contacts.
Draft various documents, including correspondence, reports, and presentations.

Job Position:
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.

Requested Skills :
Excellent written communication skills including the ability to compile and prepare reports, presentations, submissions and other documents.
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.

Excellent organizational and administrative skills, including an ability to meet deadlines and manage a varied workload in a busy environment.

Behavioral Competencies :
Attention to detail
Professional knowledge

What equips you for the Role:
Minimum secondary level of education.
Degree qualification preferred.
Minimum Qualifications and Knowledge:

Minimum Experience:
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.