Job Requisition ID: 175040 

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 A”rab 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 organisation to continue to grow and expand; responding to the changing needs of our customers within the societies in which we operate. 

By upholding our values of respect, excellence, collaboration and integrity; Al-Futtaim Group continues to enrich the lives and aspirations of our customers each and every day.

Overview of the role:

Providing executive, administrative, and clerical support to the CEO. This role demands exposure to highly sensitive information and involvement with superior contacts requiring considerable use of discretion, tact, diplomacy, and judgment. This role will be conducting assignments and projects, receiving and distributing correspondence and emails, gathering information, and compiling diverse reports and presentations for management.

What you will do:

1-Technical Support:

• Assist in the preparation of executive-level presentations and tracking reports as required by CEO.

2-Management of Schedule:

• Responsible for maintaining and managing the CEO’s daily calendar and schedule.
• Arrange meeting invites and appointments and ensure the CEO is well-prepared for the meetings.
• Attend meetings and take minutes as and when required.

3-Administrative Support:

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

4-Travel Arrangements:

• Plan, organize, and arrange the CEO’s travel itinerary including but not limited to ticket and hotel bookings, visa processing, and other documentation related to the travel, and ensure that it complies 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.

5-Office Management:

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

6-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 CEO.

Required Skills to be successful:

4-6 years of experience with at least 2 years’ experience in the capacity of Personal Assistant or Executive Secretary for a Management level position in a large-sized organization and a fast-paced environment.   

What equips you for the role:

• Bachelor’s degree in any related field.
• 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 organizational and administrative skills, including the ability to meet deadlines and manage a varied workload in a busy environment.
• Proficient in Microsoft Office suites i.e. MS Word, Excel & PowerPoint

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.