AF22441 - Executive Assistant | OMATRA | Jeddah, KSA

Department: OMATRA
Country: Saudi Arabia
Location: Jeddah | Saudi Arabia
Closing Date: 06-Apr-2016

Established in the 1930s as a trading business, Al-Futtaim is one of the most progressive regional business houses headquartered in Dubai, United Arab Emirates.

Al-Futtaim employs in excess of 44,000 people, operates through more than 200 companies and represents more than 225 international brands across industries as diverse as retail and wholesale trading, distribution, real estate development, leisure and hospitality, insurance and financial services. The group has significantly expanded its business operations in recent years through a strategic acquisition plan and has entered a number of new territories, increasing its footprint beyond the GCC and Greater Middle East to encompass Africa, South East and North Asia, Australasia, East Africa and Europe.

Entrepreneurship and rigorous customer focus has enabled Al-Futtaim to grow its business by responding to the changing needs of the customers and societies in which it operates. Al-Futtaim is committed to offering customers an unrivalled choice of the world’s best brands with exceptional standards of customer service and after sales support.

Structured into four operational divisions; automotive, financial services, real estate and retail, Al-Futtaim maintains a decentralised approach, giving individual businesses flexibility and versatility to maintain a competitive stance. This benefits employees, providing a clearly defined work culture where individuals are empowered with authority and responsibility for their work.

The success of Al-Futtaim is attributed to proactively managing change whilst upholding the values of integrity, service and social responsibility. The majority of businesses, built on a portfolio of world leading brands, dominate their sector.


Al-Futtaim is regarded as a pioneer in the region’s automotive industry. The company imported the first consignment of Toyota vehicles to the UAE and established Al-Futtaim Motors in 1955.

Al-Futtaim represents 44 automotive brands across 16 countries and encompasses every aspect of the business:

  • Passenger and commercial vehicles sales
  • Manufacturing agricultural vehicles
  • Construction equipment sales and service
  • Used car sales
  • Rental and leasing
About the Business:

Al Rehab:

FAMCO (Al-Futtaim Auto & Machinery Co.) is a market leading supplier of products & services to a diverse range of industries & commercial undertakings covering the transportation, construction, manufacturing, warehousing, oil & gas and marine sectors. FAMCO serves these industries with world-class brands like Volvo Trucks, Volvo Buses, Volvo Construction Equipment, Merlo, Ingersoll Rand, Linde, Dexion, Yanmar, Himoinsa, Stanley Proto, Fenner, Bruynzeel, Mobel Linea, Meco, Bott, Stertil, Hart & Nassau.


FAMCO has operations in Dubai, Abu Dhabi, Al Ain, Ras Al Khaimah and in December 2011, FAMCO acquired the Volvo Construction Equipment distributor for the Kingdom of Saudi Arabia (Al Rehab) and now operates with 5 branches across the Kingdom.” The company's development and success has been based on an in-depth understanding of customer needs and the dedication of its skilled staff.

FAMCO is committed to providing outstanding second-to-none service levels to customers and to maintaining quality, safety and environmental standards at the highest possible levels. FAMCO is an ISO 9001:2008 & ISO 14001:2004 certified company.

About the Job:

This position will provide secretarial, clerical and administrative support to the Regional Manager ensuring services is provided in an effective and efficient manner.

  • The main requirements for the role are as follows:

    • Provide office support services ensuring efficiency and effectiveness within the Regional Manager Office.
    • Perform a variety of administrative or executive support tasks that mostly
    • Coordinates office management activities for the Regional Manager as required.
    • Read and screen incoming correspondence and reports as appropriate; make a preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the Regional Manager, Sr. Management and team as appropriate.
    • Receive and screen incoming calls and visitors, determining priority matters, alerting the Regional Manager accordingly. Make referrals to appropriate staff or provides requested information.
    • Act as liaison between the Regional Manager, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments.
    • Produce a variety of documents, charts, and graphs as required.
    • Update Regional Manager on status of issues before scheduled meetings.
    • Prepare agenda and collect materials for meetings, and conferences; take minutes and keep records of proceedings.
    • Coordinate and facilitate the Regional Manager’s calendar to arrange appointments and meetings.
    • In coordination with recommended actions to be taken on office needs such as a stationary items and equipment supplies.
    • Establish and maintain various filing and records management systems.
    • Make travel arrangements; prepare itineraries; prepare, compile and maintain travel vouchers and records for the Regional Manager as required.
    • Perform any related work as assigned by the Regional Manager.
Skills and Experience::

To be considered for this role you will need to possess:

  • Ø Skills and Experience::

Minimum Qualifications and Knowledge:

Minimum Specialized Diploma in Secretary, degree holder would be preferable

Advanced in MS Office; Word, Excel, Power Point, Outlook.

Excellent English and Arabic communication skills both oral and written

  • Minimum Experience:
  • 3 years of administrative support experience, including two years equivalent to advanced level administrative support work.
  • Previous experience in a similar capacity.
  • Preferred experience within a similar organization,
  • Job-Specific Skills:
  • Behavioral Competencies:
  • Knowledge of the application of instructions and guidelines to specific problems.
  • Knowledge of the organization and composition of letters, minutes, reports and charts.
  • Ability to review several diverse references, select and synthesize data for reports and other forms of correspondence.
  • Ability to create presentations, charts, graphs and databases.
  • Ability to compose routine correspondence and reports.
  • Ability to plan, organize and balance multiple time sensitive demands
  • Target oriented and driven to exceed demanding challenges
  • Ability to build relationships and communicate and apply new knowledge and new concepts
    • Ability to work under pressure and continuously meet deadlines
    • Competent to analyse market information
    • High attention to detail
    • Discretion with confidential information
  • Effective interpersonal skills, with proven ability to drive through complex solutions
Note: you will be required to attach the following: 1. Resume/CV
Al-Futtaim offers highly engaging and supportive work environments in a culture that values, recognises and rewards quality performance.