AF23062 - Administrative Assistant | Automotive Training Academy

Department: Automotive Training Academy
Country: United Arab Emirates
Location: Dubai | UAE
Closing Date: 07-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 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

Al-Futtaim Automotive Training Academy

A first-of-its kind training institution that will provide internationally accredited training in a world class facility that is unique in the UAE automotive industry. The Automotive Academy is an important enabler in Al-Futtaim Automotive Division's objective to be the automotive company of choice through providing value based customer experiences enabled by an empowered and engaged workforce.

About the Position:

You will be reporting to the General Manager and your responsibilities in this role are the following but not limited to:

  • In all instances, the Administrative Assistant (AA) should divert as much of the routine/less complex matters as possible away from the General Manager and members of Academy Management team thereby leaving him/them free to concentrate on business critical matters.
  • Independent management of the diary of General Manager which includes scheduling/rescheduling appointments. Administer key manager’s diaries in case of critical meetings or major business conferences. Ensuring the General Manager is always in the correct place on time with all relevant papers, research, and information for meetings.
  • Organize a wide range of meetings, functions, lunches, and conferences etc, both at internal and external venues which may involve influential contacts. Liaise with internal/external contacts, visiting and vetting locations, agreeing dates, menus, prices etc.
  • Responsibility for booking all travel arrangements and accommodation, planning full itineraries, where necessary arranging travel facilities, visas, medical requirements, etc… for the General Manager or any Senior members in his team. Ensure claim for reimbursement of all travel expenses incurred by the Managers in a timely manner.
  • Monitor incoming correspondence (both hard copy and email) and reports - highlighting pertinent items or issues, prioritizing and where appropriate making recommendations for action.
  • Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.
  • Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
About You:

The ideal candidate will have:

  • Minimum 3 years of work experience at an administrative level in a training environment
  • High level of proficiency in both written and Spoken English
  • PC Literate and an understanding of Microsoft Office Programs
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.