Personal Assistant

1 week ago

Dubai, Dubai, United Arab Emirates Al-Futtaim Full time
Roles and Responsibilities

Provide PA support to the Director, arrange meetings, manage diaries, travel arrangements & accommodation (Business Trips), process approvals. Arrange visits, events/conferences, responsible for office functions, develop office procedures, organizing and coordinating office operations to ensure organizational effectiveness and efficiency. Responsible for Petty Cash Fund Management. Manage Procurement & Payables for AFSRL. Filing and maintaining office records, resolving inter-office disputes, maintain office equipment, telephone systems, responsible for facilities & maintenance.
What You Will Do:
PA to MD of Automotive Financial Services, Rental, Leasing, and Subscriptions. Daily calendars, meeting arrangements, daily emails and actions, business travel arrangements, travel pack, office management, facilities, maintenance & HSSE, cost savings initiatives.
Daily support in office operations, facilities & HSSE.
Report on ADMIN cost savings initiatives.
Provide all departments with sufficient cash to cover minor expenses and ensure intact receipts & detailed reports are forwarded to Finance in compliance with AFM guidelines.
Required Skills to be Successful:
Minimum Experience: At least 5 years knowledge in administrative management practices and procedures. Knowledge in human resources management and finance is a plus.
Job-Specific Skills:
PC Skills: Microsoft Office, Microsoft Outlook, Data Access, Presentation, Project Management, Microsoft Visio.
Behavioural Competencies: Organizing, communication skills, analytical, problem solving, attention to detail, coaching skills, initiative, integrity, adaptability, teamwork, decision making, time management, delegation.

Desired Candidate Profile

1. Organization and Time Management

  • Calendar Management: Scheduling appointments, meetings, and events, ensuring there are no conflicts and that priorities are met.
  • Task Prioritization: Helping to prioritize tasks based on urgency and importance, ensuring deadlines are consistently met.
  • Reminders and Deadlines: Keeping track of upcoming deadlines, appointments, and tasks and reminding the person of what needs to be done.

2. Communication Skills

  • Effective Correspondence: Managing emails, phone calls, and other forms of communication, responding on behalf of the person they assist when necessary, and drafting letters or emails.
  • Liaison: Acting as a gatekeeper for the person, handling inquiries and ensuring only important matters are passed on.
  • Conflict Resolution: Dealing with client or stakeholder inquiries or concerns in a professional and diplomatic manner.

3. Administrative Support

  • Document Preparation: Creating, editing, and organizing documents, presentations, reports, and spreadsheets.
  • Data Entry and Record Keeping: Maintaining accurate records, files, and databases, ensuring everything is easily accessible when needed.
  • Travel Arrangements: Coordinating and booking travel, including flights, accommodation, and ground transportation, and preparing detailed itineraries.
  • Meeting Coordination: Organizing meetings, preparing agendas, taking notes, and distributing follow-up actions or minutes.

4. Problem Solving

  • Issue Resolution: Addressing challenges that arise in day-to-day tasks or events and finding effective solutions.
  • Proactive Planning: Anticipating needs and potential problems before they arise and taking action to prevent them.

5. Discretion and Confidentiality

  • Handling Sensitive Information: Often, personal assistants have access to sensitive or confidential information, and it's crucial to maintain the utmost discretion.
  • Trustworthiness: Being a trusted point of contact, where maintaining privacy and confidentiality is paramount in both professional and personal matters.
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