Executive Assistant

2 weeks ago


Dubai, Dubai, United Arab Emirates Azadea Group Full time

Job Purpose

The Executive Assistant is responsible for offering comprehensive assistance and support to the manager, including scheduling his/her appointments, handling documents and processing correspondence needs.

Job Responsibilities

  • Manage and prioritize the manager's correspondence, including calls, emails, and postal communications, ensuring timely and efficient handling.
  • Oversee and prioritize the day-to-day operations of the manager's professional and personal affairs, providing high-quality support.
  • Balance conflicting priorities and ensure matters are handled expeditiously and proactively. Demonstrate a positive, can-do attitude, following through on tasks and projects to successful completion.
  • Identify, anticipate, and prepare information requirements for meetings, appointments, and presentations, ensuring all relevant details are organized and ready.
  • Maintain an organized filing system, ensuring accurate and accessible documentation. - Coordinate and manage travel arrangements (e.g., flights, hotels, rental cars) for the executive, ensuring all logistics are aligned with organizational policies and are well-organized.
  • Participate in meetings, take minutes, and follow up on action items in coordination with the manager.
  • Gather, analyze, and report information on assigned matters, generating reports and preparing presentations as needed while maintaining confidentiality.
  • Specific to Executive Assistant to the Country Manager: Manage the Store Validation Report (SVR) process, collecting commercial details, gathering feedback on sales projections, and facilitating approval from the SV and Investment Committees.
  • Specific to Executive Assistant to the Country Manager: Maintain and update the country's real estate database, tracking mall maps, lease terms, competitors' expansions, and ensuring timely lease renewals.
  • Specific to Executive Assistant to the Managing Director: Organize and coordinate VIP/Principals' visits, ensuring smooth execution of schedules.
  • Specific to Executive Assistant to the Managing Director: Supervise the Back Office (BO) support team, ensuring proper staffing and performance by setting clear objectives and evaluating against established standards.
  • Specific to Executive Assistant to the Managing Director: Manage reception areas by ensuring they are appropriately staffed and equipped.
  • Specific to Executive Assistant to the Managing Director: Drive a culture of exceptional customer service through on-the-job coaching/training for the support team and identifying further training needs in collaboration with talent development team.

Job Specifications

  • Fluency in English and Arabic
  • Fluency in French is a plus
  • Proficiency in MS Office
  • Bachelor's degree in a related field
  • Financial Acumen
  • Experience in Real Estate is a plus
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