Al Futtaim Jobs - Executive Assistant | Retail | Dubai (Dubai, AE)

No two days are the same at Al-Futtaim, no matter what role you have. Our work is driven by the desire to make a difference and to have a meaningful impact with the goal of enriching everyday lives. Take our engaging and supportive work environment and couple it with a company culture that recognises and rewards quality performance, and what do you get? The chance to push the limits every single day.

 

As a humble family business that started on the banks of the Dubai Creek in the 1930s, Al-Futtaim has expanded to a presence in 31 countries, a portfolio of over 200 companies, and 42,000 employees. You’ll find us in industries ranging from automotive and retail, to finance and real estate, and connecting people with international names like Lexus, Ikea, Robinsons, and Adidas. Our team is proudly multicultural and multinational because that kind of diverse representation gives us the global mindset to grow and impact the people, markets, and trends around us.

 

Come join us to live well, work better, and be the best.

 

We are currently looking for Exectuive Assistant to provide secretarial, administrative and clerical support to high-level management executives. 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, tracking project spend, and compiling diverse reports for management.

 

About the Role

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.

 

Management of Schedule:

• 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;
• Attend meetings and take minutes as and when required

Administrative Support:

•  Act as the Director’s first point of contact  and liaise with people from both internal and external organisations
• Responsible for drafting correspondence, official letters, agendas, reports, slide presentations, monthly reports, and other documents
• Responsible for screening telephone calls, enquiries and requests

Travel Arrangements

• 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
• Responsible for preparing travel expense reimbursements in line with the company’s International and Local Business Travel Policy.

Office Management

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

Filing and Document Circulation

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

 

About the Requirements

Minimum Qualifications and Knowledge:  

• Degree qualification preferred

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 organisation. Retail sector experience is an advantage.

Job-Specific Skills:

• 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 written communication skills including the ability to compile and prepare reports, presentations, submissions and other documents.
• Excellent organisational and administrative skills, including an ability to meet deadlines and manage a varied workload in a busy environment.

 

 

 

 

We’re here to provide excellent service but a little help from you can ensure a five-star candidate experience from start to finish.

 

Before you click “apply”: Please read the job description carefully to ensure you can confidently demonstrate why this opportunity is right for you and take the time to put together a well-crafted and personalised CV to further boost your visibility. Our global Talent Acquisition team members are all assigned to specific businesses to ensure that we make the best matches between talent and opportunities. We not only consider the requisite compatibility of skills and behaviours, but also how candidates align with our Values of Respect, Integrity, Collaboration, and Excellence.

 

As part of our candidate experience promise, we also want to make ourselves available to you throughout the application process. We make every effort to review and respond to every application.

Apply Now