Executive Assistant | Al-Futtaim | Dubai, AE

Job description

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.
Support to MD In all instances, the EA should divert as much of the routine/less complex matters as possible away from the MD thereby leaving him free to concentrate on business critical matters
In all matters ensure that the MD’s preferred style and wishes are conveyed clearly and concisely
Anticipate the needs of the MD and act accordingly.
Independent management of the MDs diary which includes scheduling/rescheduling appointments. Ensuring the MD is always in the correct place on time with all relevant papers, research, and information for meetings.

Organise a wide range of meetings, functions, lunches, etc, Liaise with internal/external contacts, agreeing agenda, dates, menus, prices etc.
Compile agendas, prepare briefs, circulate papers for meetings
Assist MD with preparation of presentation materials
Initiate and maintain a first class filing system
Undertake a wide variety of administrative duties, e.g. record keeping, maintaining the customer complaints resolution on a weekly and monthly basis.
Provide administrative support to the Finance Manager as and when required and determined by the MD
Supervises and guides the operation of the company’s main reception area. Ensures that reception staffs are answering phones and greeting visitors with the utmost care and high levels of customer service, ensures that the reception area and furniture is kept clean and tidy.
Administers the company’s use of courier services through receptionist staff
Administers the company’s staff service awards, including Long Service and U R Spotted schemes.
Administers company staff sports activities
Responsibility for booking all travel arrangements and accommodation, planning full itineraries, where necessary arranging travel facilities, visas, medical requirements, etc for both the MD and any Senior members in his team
Supervises and guides the company head office driver (s) in the provision of the staff bus service to/from the workplace, and other general duties throughout the day
Receive incoming mail (both hard copy and email) – open where appropriate, read and decide which items need to be prioritized and dealt with.
Monitor incoming correspondence (both hard copy and email) and reports - highlighting pertinent items or issues, prioritizing,
Manage all MD workflow in SAP in coordination with MD approval
Summarise priority mails for MD to review/approve
Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary
Prepares /compiles reports as required band instructed by the MD and coordinates with the Divisional Managers to compile board meeting reports.
Transcribe from dictation correspondence, reports and other sensitive and confidential material for the MD
Act as the main reference point both in the presence and absence of the MD. Respond and help to resolve any inquiries and requests and where appropriate delegate to GM’s
Monitor all calls taking necessary action personally or diverting to relevant areas, refer essential calls to the MD
Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed
Handle confidential information in a professional and discreet manner.
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.