Executive Assistant I Real Estate

6 months ago

UAE, United Arab Emirates Al-Futtaim Full time

Established in the 1930s as a trading business, Al-Futtaim Group today is one of the most diversified and progressive, privately held regional businesses headquartered in Dubai, United Arab Emirates. Structured into five operating divisions; automotive, financial services, real estate, retail and healthcare; employing more than 35,000 employees across more than 20 countries in the Middle East, Asia and Africa, Al-Futtaim Group partners with over 200 of the world's most admired and innovative brands. Al-Futtaim Group’s entrepreneurship and relentless customer focus enables the organization to continue to grow and expand; responding to the changing needs of our customers within the societies in which we operate.

By upholding our values of respect, excellence, collaboration and integrity; Al-Futtaim Group continues to enrich the lives and aspirations of our customers each and every day

**Overview of the role**:
Providing executive, administrative and clerical support to high-level management. This role demands exposure to highly sensitive information and involvement with superior contacts requiring considerable use of discretion, tact, diplomacy, and judgment. The basic administrative or secretarial duties involve diary management, greeting visitors, answering the telephone calls, conducting assignments and projects, receiving and distributing correspondence and mail, gathering information and compiling diverse reports for management.

**What you will do**:
**Responsible for**:
**Management of Schedule**:

- Responsible for maintaining & managing the Director’s daily calendar and schedule
- Arrange meeting invites and appointments and ensure the Director is well-prepared for the meetings;
- Attend meetings and take minutes as and when required

**Administrative Support**:

- Act as the Director’s first point of contact and liaise with people from both internal and external organisations
- Responsible for drafting correspondence, official letters, agenda, reports, slide presentations and other documents
- Responsible for screening telephone calls, enquiries and requests

**Travel Arrangements**
- Plan, organize and arrange the Director’s travel itinerary including but not limited to ticket and hotel bookings, visa processing, and other documentations related to the travel and ensure that it is in compliance with the company’s International and Local Business Travel Policy
- Responsible for preparing travel expense reimbursements in line with the company’s International and Local Business Travel Policy.

**Office Management**
- Responsible for the upkeep and maintenance of the Director’s office and ensure that all office equipment & facilities are in working condition.
- Responsible for maintaining and ordering stationery and grocery supplies for the department

**Filing and Document Circulation**
- Responsible for devising and maintaining office systems, including data management, filing and document tracking and circulation.
- Coordinates incoming and outgoing communications and documentation, including distribution as appropriate, obtaining background information and preparing standard replies on behalf of the Director

**Ad-hoc administrative tasks**
- Provide support and assistance to the department in any administrative and coordination tasks as and when required

**Job Context**:
This position operates within the context of confidentiality, diplomacy and judgement. Guiding principles will be found in the published policies and procedures as well as past precedent. However, the ability to operate within indistinct parameters is also important.

**Required skills to be successful**:
**Job-specific skills**:

- Excellent oral communication skills, including an ability to provide effective and appropriate advice and information to a variety of people and to use discretion with confidential information.
- Excellent written communication skills including the ability to compile and prepare reports, presentations, submissions and other documents.
- Excellent organisational and administrative skills, including an ability to meet deadlines and manage a varied workload in a busy environment.
- Proficient in Microsoft Office suites i.e. MS Word, Excel & PowerPoint

**Behavioural Competencies**:

- Communication
- Professional knowledge
- Initiative
- Teamwork
- Attention to detail

**What equips you for the role**:
**Minimum Qualifications and Knowledge**:
Minimum secondary level of education. Degree qualification preferred.

**Minimum Experience**:
5-8 years of experience in administration or secretarial role, with at least 2-3 years experience in the capacity of Personal Assistant or Executive Secretary for a Management level position in a large-sized organisation.

**About Al-Futtaim Group Real Estate**
The real estate development and operations arm of Al-Futtaim, Al-Futtaim Group Real Estate is responsible for a multi-billion-dollar portfolio across MENA. With high-quality residential, business, r

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