Executive Secretary - AFGRE

Job description / Role

Executive Secretary - AFGRE - Doha, Qatar

JOB PURPOSE: Providing secretarial, administrative and clerical support to high-level management executives, specifically the General Manager. 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.

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.

KEY ACCOUNTABILITIES:

Management of Schedule:
- Responsible for maintaining & managing the General Manager'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, agendas, reports, slide presentations and other documents
- Responsible for screening telephone calls, enquiries and requests

Travel Arrangements
- Plan, organize and arrange the General Manager'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 General Manager’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 require

Requirements

- Degree qualification preferred.
- 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.

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

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.