Executive Assistant|AFGRE|Dubai,UAE

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, 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.

Job Details

Job Description

Job Title: Executive Assistant & Team Administrator

Reports to: Director Leasing

Department: Leasing

Location: Dubai

Job Purpose

Providing secretarial, administrative and clerical support to Director Leasing and Leasing Team. 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, arranging business travels, greeting visitors, preparing presentations, recording minutes of the meeting, conducting assignments and projects, receiving and distributing correspondence and mail, gathering information and compiling diverse reports for Director Leasing. The role holder will be responsible for the maintenance of current and accurate data, record keeping of all leasing documents wherever necessary. Prepare and circulate correspondence and coordinate all administration tasks as requested. Support the leasing team in tracking and updating documents.

Key Accountabilities

Management of Schedule:

• Responsible for maintaining & managing the Director Leasing daily calendar and schedule
• Arrange meeting invites and appointments and ensure the Director is well-prepared for the meeting;
• Attend all weekly leasing meetings and take minutes as and when require

Administrative Support

• Act as the Director Leasing first point of contact and liaise with people from both internal and external organisations
• Responsible for drafting correspondence, official letters, agendas, reports, slide presentations 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

Ad-hoc administrative tasks

• Provide support and assistance to the department in any administrative and coordination tasks as and when required
• Maintain the data base up to date (Lease Files and other documents) and ensure easy reference.
• Support the leasing team by providing documents whenever requested in line with the SOP (such as issuance of NOC request form, Lease Proposal form, Termination Notice and 90 Days Renewal Notice), scan and file all the leases according to Business Unit and Landlord.
• Coordinate with Finance and Business Unit for any leases, cheques and documents required and send all receipts for record. Update tracking file for any incoming and outgoing documents.
• Assist the Director Leasing and leasing team is resolving IT issues by raising service requests, onboarding of new joiners within the team, act as an ambassador for employee engagement initiatives.

Qualifications, Experience, & Skills

Minimum Qualifications and Knowledge:

Minimum Experience

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 organisation.

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.

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.