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High-Level Administrative Support Specialist

2 months ago

Dubai, Dubai, United Arab Emirates Al-Futtaim Full time
Job Description:

As a key member of the Al-Futtaim Group's executive team, the Executive Assistant will provide high-level administrative support to the Chief Financial Officer, ensuring the efficient operation of the office and handling a wide range of executive support tasks.

Key Responsibilities:
  • Administrative Support: Provide comprehensive administrative support to the Chief Financial Officer, including managing correspondence, handling phone calls, scheduling meetings, and making travel arrangements.
  • Calendar Management: Efficiently manage the Chief Financial Officer's calendar, ensuring all appointments, meetings, and commitments are accurately scheduled and organized. Proactively anticipate scheduling conflicts and resolve them in a timely manner.
  • Communication Liaison: Serve as the primary point of contact for internal and external stakeholders seeking access to the Chief Financial Officer. Screen and prioritize communications, responding on behalf of the Officer when appropriate, and ensuring timely follow-up on action items.
  • Documentation and Reporting: Prepare and edit reports, presentations, and other documents as required by the Chief Financial Officer. Maintain confidentiality and accuracy in handling sensitive information and documents.
  • Meeting Coordination: Coordinate logistics for meetings chaired by the Chief Financial Officer, including scheduling, preparing agendas, distributing materials, and recording minutes. Follow up on action items and ensure timely completion of tasks.
  • Information Management: Organize and maintain electronic and physical filing systems, ensuring easy retrieval of documents and information as needed. Maintain up-to-date contact lists and databases relevant to the Chief Financial Officer's responsibilities.
  • Project Support: Assist in the planning, execution, and follow-up of special projects, initiatives, and events undertaken by the Chief Financial Officer. Coordinate with relevant stakeholders and ensure deadlines are met.
  • Confidentiality: Handle confidential and sensitive information with the utmost discretion and integrity, maintaining confidentiality at all times.
Requirements:
  • Strong Organizational and Time Management Skills: Ability to multitask and prioritize work effectively.
  • Excellent Written and Verbal Communication Skills: Ability to communicate effectively with internal and external stakeholders.
  • High Proficiency in Microsoft Office Suite: Familiarity with office management systems and ability to work independently.
  • Ability to Work Independently: Take initiative and manage multiple tasks with minimal supervision.
  • Strong Attention to Detail and Problem-Solving Skills: Ability to maintain confidentiality and handle sensitive information.
  • Professional Demeanor: Ability to adapt to changing priorities and schedules.