Executive Assistant – Automotive Corporate

Al Futtaim Group

Dubai, UAE

Ref: HP698-8236

Job description / Role

Employment: Full Time

Al-Futtaim Automotive occupies the pre-eminent position of the largest distributor of automotive products in the Emirates, and leads the rapid development of automobile business in the region, while continuing to contribute to their brands worldwide growth.

Today, Al-Futtaim Automotive is synonymous with brands such as Toyota, Lexus, Honda, Jeep, Dodge, Chrysler and Volvo which enjoy undisputed leadership in the UAE in terms of the largest number of vehicles on the road. We also hold exclusive franchises for some of the world's top automobiles, plant and automotive products like Hino - Japan's leading heavy-duty vehicle manufacturer, Toyo & Chen shin/ Maxxis tyres, GS & Panasonic batteries as well as the franchises for Hertz Rent-a-car - the worlds largest rental and leasing company and FAMCO heavy goods Machinery.

We are currently looking for an enthusiastic and experienced Executive Assistant to provide secretarial, clerical and administrative supports to the Business Development Director Automotive ensuring services are provided in an effective and efficient manner.

Direct Reports: N/A
Department: Corporate
Location: Festival Tower - Dubai UAE
Description of the Accountability

* Provide office support services ensuring efficiency and effectiveness within the Senior Managing Director's office.
* Perform a variety of administrative or executive support tasks that are highly confidential and sensitive.
* Coordinates office management activities for the Senior Managing Director as required
* Research, compile, assimilate and prepare confidential and sensitive documents, briefing the Senior Managing Director as required.
* Read and screen incoming correspondence and reports as appropriate; make a preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the Senior Managing Director, Sr. Management and team as appropriate
* Receive and screen incoming calls and visitors, determining priority matters, alerting Senior Managing Director accordingly. Make referrals to appropriate staff or provides requested information.
* Act as liaison between the Senior Managing Director, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments.
* Produce a variety of Microsoft office presentations, charts, and graphs as required.
* Act as the window person within the Business Development Division by way of bi-annual  PDR rating submissions online along with annual objective settings ensuring that group deadlines are met.
* Prepare agenda and collect materials for meetings, speeches, and conferences; take minutes and keep formal records of proceedings.
* Coordinate and facilitate the Senior Managing Director's calendar to arrange appointments, meetings, and conferences internally & externally.
* Establish and maintain various filing and records management systems.
* Make travel arrangements; prepare itineraries; prepare, compile and maintain travel vouchers and records for the Senior Managing Director and his direct reports as required.
* Perform any related work as assigned by Senior Managing Director.

Job Context:
An Executive Assistant will be required to handle administrative tasks that have been assigned by the Senior Managing Director. The job holder is expected to work with or without supervision, as per the demands of the task. The job holder must be prepared to work within time constraints and often under extreme pressure. The responsibilities of an executive assistant require dealing with a wide range of managerial, coordination and monitoring tasks.

Requirements

To be considered for this role you will need to possess:

* Minimum Qualifications and Knowledge:
* Minimum secondary education, degree holder would be preferable
* Intermediate MS Office; Word, Excel, Power Point, Outlook

Minimum Experience:

* Five years of administrative support experience, including two years equivalent to advanced level administrative support work.
* Previous experience in a similar capacity within a large, busy office setup
* Preferred experience within a contracting or similar organisation, which operates in multiple arduous and hostile locations

Job-Specific Skills:

* Knowledge of the application of instructions and guidelines to specific problems.
* Knowledge of the organization and composition of letters, minutes, reports, charts and spread sheets.
* Ability to review several diverse reference sources, select and synthesize data for reports and other forms of correspondence.
* Ability to create presentations, charts, graphs, databases, and spread sheets.
* Ability to compose routine correspondence and reports.
* Excellent English communication skills both oral and written

Behavioral Competencies:

* Ability to plan, organize and balance multiple time sensitive demands
* Target oriented and driven to exceed demanding challenges
* Ability to build relationships and communicate and apply new knowledge and new concepts
* Able to travel internationally at short notice and to potentially-hazardous areas
* Ability to work under pressure and continuously meet deadlines
* Competent to analyse market information
* Confidence in own decision making
* High attention to detail
* Discretion with confidential information
* Effective interpersonal skills, with proven ability to drive through complex solutions

About the Company

Established in the 1930's, the Al-Futtaim Group initially operated as a trading enterprise. Rapid development throughout the 1940's and 50's saw it establish itself regionally as an integrated commercial, industrial and services organisation, positioning itself one of the leading business houses in the lower Gulf region. Today, it operates collectively over 40 companies bearing the Al-Futtaim name, dominates many market segments in the UAE, and has expanded its sphere of operation to include Bahrain, Kuwait, Qatar, Oman and Egypt.

The Group comprises a diverse range of strategically positioned operating subsidiaries and associate companies, structured to give the Al-Futtaim Group the flexibility and versatility to keep ahead of local competition while keeping pace with the ever-evolving global business scenario. The Groups continued investment in world-class systems technology is clear evidence of its commitment to maintain leading edge performance and service delivery.

The success of the Al-Futtaim Group can be attributed to a business approach that combines the ability to change with the traditional values of integrity, service and social responsibility that define its core business philosophy. This, linked with the Groups belief in decentralisation, gives the heads of the operating companies a high degree of functional autonomy and authority, providing the Group with essential flexibility, and individual employees a clearly defined work culture and sense of responsibility.

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