AF22939 - Office Manager & P.A to Senior Management | Al Futtaim Group | Dubai

Department: Corporate
Country: United Arab Emirates
Location: Dubai | UAE
Closing Date: 25-Mar-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 Group Divisions include Al-Futtaim Travel, GMASCO, and shared services for IT, Finance and HR. Audit, Legal, Treasury and Investment Management are also managed at a Group level.


Toyota, Honda, Marks &Spencers, Ikea, Toys R Us and Dubai Festival City are just some of the amazing stable of world renowned brands managed by the Al Futtaim Group of Companies. Established in the 1930s as a trading business, Al-Futtaim is one of the most progressive regional business houses in the Gulf region. Today, Al-Futtaim operates through more than 65 companies in sectors as diverse as commerce, industry and services, and employs in excess of 20,000 people across the UAE, Bahrain, Kuwait, Qatar, Oman, Egypt, Saudi Arabia, Sri Lanka, Syria, Pakistan, Singapore and Europe.

Al-Futtaim is regarded as a pioneer in the Gulf region's Automotive industry and encompasses every aspect of the Automotive business; from passenger and commercial vehicles and construction equipment sales and service, to used car sales and rental and leasing. The Automotive Division is currently eMDarking on an aggressive 5 years expansion plan

Job Responsibilities:

Coordinating the management's calendar, scheduling of appointments and updating of contact lists.

Providing secretarial support to the management by encoding correspondences, reports & documents, handling or screening of incoming calls and visitors, setting meetings with various departments, clients etc.

Taking dictation and adapting to craft emails, letters and memos from basic notes.

Keeping records, correspondence, sorting and distributing incoming mails, greeting visitors, assisting other staff members in team, taking dictations for memos, drafting letters and posts.

Arranging corporate travel and meetings by developing itineraries and agendas; scheduling the corporate jet; booking other transportation; arranging hotel, accommodations and administration for visas, plus coordinating with PR department.

Organizing internal and external meetings.

Managing inventory of office supplies – business cards, envelopes, letterheads and stationery. Ensure supplies are reviewed regularly and adequately stocked in the store to meet the requirements.

Managing entire filing system and ensuring all files are labeled and documents are filed on a daily basis. 

Follow-ups with different departments, companies, persons on any pending documents as requested by the management including status thereof.

Managing all inward and outward correspondence of the management Office in order to ensure timely and accurate receipt and dispatch of the same.

Creating Purchase Orders (LPOs) for payments.

Communicating information with internal colleagues and external clients / vendors when required and responsibility for transferring correct information, inquiries, complaints or messages to Senior Management.

Perform data-entry; printing and filing duties undertake any ad-hoc admin projects/duties as required.


Possible experience from Legal Firm

Arabic Speaker

Advanced skills in Microsoft office (Word, Excel, PowerPoint)

Excellent communication skills, well presented and self-confident

Regional experience beneficial / understanding of Middle Eastern culture

Diplomatic and discreet as handling extremely sensitive information

Highly adaptable and able to embrace ambiguity

Presentable and professional in appearance

Experience in working with different cultures

Ability to work outside normal working hours as and when required

Bachelor degree advantageous but not essential


The candidate should be able to demonstrate competencies in terms of integrity, discretion, diplomacy, champion of diversity, time management and organizational skills, plus communication and writing skills.

Note: you will be required to attach the following: 1. Resume/CV
2. Passport-size photograph
Al-Futtaim offers highly engaging and supportive work environments in a culture that values, recognises and rewards quality performance.