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Executive Assistant | Al Futtaim Lexus | Dubai

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Date: 14-Apr-2019

Location: Dubai, AE

Company: Al Futtaim Private Company LLC

Job Requisition ID: 33794 

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, Robinsons, 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.

About the Job:

We are looking for an experienced Executive Assistant to work for Al Futtaim Lexus in Dubai. As an Executive Assistant you will provide secretarial, clerical and administrative support to the Managing Director ensuring services are provided in an effective and efficient manner. The responsibilities of an EA require dealing with a wide range of managerial, coordination, and monitoring tasks.

Specifically, your key responsibilities are as follows:

  • Perform a variety of administrative or executive support tasks that are highly confidential and sensitive.
  • Research, compile, assimilate and prepare confidential and sensitive documents, briefing the Managing Director 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 Managing Director, Sr. Management and team as appropriate
  • Receive and screen incoming calls and visitors, determining priority matters, alerting the Managing Director accordingly. Make referrals to appropriate staff or provides requested information.
  • Act as liaison between the Managing Director, 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
  • Prepare agenda and collect materials for meetings, speeches, and conferences; take minutes and keep records of proceedings.
  • Coordinate and facilitate the Managing Director's calendar to arrange appointments, meetings, and conferences
  • In coordination with other EA's, recommend actions to be taken on office expenditures such as equipment and supply needs.
  • Establish and maintain various filing and records management systems.
  • Maintains and keeps record of confidential files and contracts
  • Make travel arrangements; prepare itineraries; prepare, compile and maintain travel vouchers and records for the Managing Director as required.
  • Make travel arrangements; prepare itineraries; prepare, compile and maintain travel vouchers and records for overseas guests/suppliers when required.
  • Perform any related work as assigned by the Managing Director.
  • Process and prepare expense reports related to business travel, dinner and lunch meetings, and other related expenses
  • Creates Purchase Requisitions and Purchase Order via Ariba and SAP for office supplies, events, etc., for both trade and non-trade items.
  • Handles supplies for HO

 

About You: 

The ideal candidate for this role will need to possess the following qualification, skills and experience:

  • Minimum secondary education, Degree holder would be preferable
  • 5 years of administrative support experience, including two years equivalent to advanced level administrative support work.
  • Previous experience in a similar capacity within a large, busy office setup
  • Preferred experience within a contracting or similar organization, which operates in multiple arduous and hostile locations
  • Knowledge of the application of instructions and guidelines to specific problems.
  • Knowledge of the organization and composition of letters, minutes, reports, charts and spread sheets.
  • Ability to review several diverse reference sources, select and synthesize data for reports and other forms of correspondence.
  • Ability to create presentations, charts, graphs, databases, and spread sheets.
  • Ability to compose routine correspondence and reports.
  • Excellent English communication skills both oral and written
  • Proficient in MS Office; Word, Excel, Power Point, Outlook
  • 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
  • Able to travel internationally at short notice and to potentially-hazardous areas
  • Ability to work under pressure and continuously meet deadlines
  • Competent to analyse market information
  • Confidence in own decision making
  • High attention to detail
  • Discretion with confidential information
  • Effective interpersonal skills, with proven ability to drive through complex solutions

Ref-AN

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.