Executive Secretary - Al Futtaim Auto Centres

Job description / Role

We are looking to recruit an experienced Executive Secretary to join the FastFit team within Al Futtaim Auto Centres (AlAC). The main purpose of the role is to have an extensive knowledge of the business organisation and flow to be able able to provide day to day business support including feedback to concerned management and staff.

The main responsibilities of the role are as follows:

Personal Assistant To National Manager:
- Maintain and manage calendar itineraries such as meeting / appointments; create travel arrangement including flight and hotel bookings and allowances; preparation of minutes of meetings; assist the National fast fit Manager in day to day functions.

HR Functions:
- Coordinate and follow up with HR /Finance Departments for employee passport release applications, work permit, visa, contract renewal; other related matters such as salary for new recruits, health-card, cash advances; co-ordinate and arrange medical for Dubai based employees for Dubai occupational health card; reimbursement of payment for emirates ID, medical, local travel expense etc; ensure the completion of leave application and return form to work of staff scheduled for annual leave; ensure that passport release of high risk staff scheduled for annual leave is forwarded to Finance for final approval; maintain and update staff list, personnel files which includes leave plan; maintain passport log control.

Administrative Functions:
- Preparing monthly reports for telephone bills of locations and Managers (landline and mobile); electricity bill of Dubai, Ajman and Sharjah locations; phone calls and inquiries.

Performance Files:
- Keep track of monthly performance review of Head Office Managers.

Supplies:
- Create purchase request of office stationery and supplies for Head Office and other locations.

Requirements

- Diploma or Degree Holder
- 2 - 3 Years of experience in similar role in any reputable Company

Job-Specific Skills:
Computer Skills (Microsoft Outlook, Word, Power Point, Excel), Excellent Communication and Analytical Skill required.

Behavioural Competencies:
Oral and written Communication, Presentation, Analytical, Customer Oriented, People Skills, Team Work, Planning & Organizing, Initiative, Perseverance, Assertiveness, Problem Solving and Decision Making, Task Oriented, Focused.

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.