Secretary to General Manager – Guess

Job description / Role

GUESS is a globally recognised high fashion brand offering the latest trends in accessories, womens, mens and childrens fashions.
With over 70 stores located around the GCC this is a great opportunity to become part of a dynamic work environment and get involved in the expansion and future growth of this exciting brand.

The purpose of this role is to provide confidential executive administrative support for the entire brand in a pro-active manner with minimal supervision. The primary focus of the role is supporting the General Manager; however administrative support is to be provided to senior team as required. This position is responsible for ensuring a professional company and brand image is projected to numerous external contacts (in-person and through phone interaction). Key accountabilities:

* Management of day to day activities (complex diary management, travel bookings, meetings scheduling and re-scheduling ) of the GM.
* Effective management of GM's communications which includes screening phone calls, handling & prioritizing incoming mail, processing expense reports drafting general correspondence for GM signature, executing on-line workflow approvals on behalf of GM based on his instructions (e.g. SAP).
* Coordinate regular internal meetings and telephone & video conferences/ multi-time zone meetings. This includes meeting facilities, preparation & circulation of agenda if required (e.g. weekly meeting, periodic meetings).
* Organizing interview schedules and travel arrangements and travel agenda for visiting candidates
* Support Senior Group Team on a required basis
* Represent GM in a professional and customer focused manner with internal and external contacts. Ensure that confidential and sensitive business information is protected .
* Record management, e.g. create and maintain files, create and update mailing lists, update Shared directory.
* Manage inventory of office supplies for Brand team (Letterheads, envelopes, business cards)
* Coordinate with Group Admin team on any issues relating to physical office maintenance and upkeep.
* Maintains a good understanding of issues impacting the brand
* Knows policies and SOPs as well as basic awareness of company's overall business direction.

Requirements

To qualify for this role, the candidate should possess the following:

* Advanced skills with MS Office Applications, especially Outlook, Word,Excel and Powerpoint
* Minimum of 10 years experience in executive administrative support and travel booking management.
* Highly organized, problem solving, decision making with the ability to work under pressure.
* Pro active and flexible
* Able to handle numerous tasks at one time and prioritize them effectively
* Excellent written and oral skills
* Interpersonal skills with the ability to interact professionally with high level executives on regular basis, Ability to work well with all levels of internal management and staff, as well as outside clients and vendors

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.