Office Manager & PA to the Vice Chairman - Al Futtaim Group

Job description / Role

Office Manager & PA to the Vice Chairman - Al Futtaim Group - Dubai Festival City

- Management of Vice Chairman’s calendar, scheduling of appointments and updating of contact lists.
- Providing secretarial support to the Vice Chairman by encoding correspondences, reports & documents, handling or screening of incoming calls and visitors, setting meetings with various departments, clients etc.
- Taking dictation and adapting to craft emails, letters and memos from basic notes.
- Keeping records, correspondence, sorting and distributing incoming mails, greeting visitors, assisting other staff members in team, taking dictations for memos, drafting letters and posts.
- Arranging corporate travel and meetings by developing itineraries and agendas; scheduling the corporate jet; booking other transportation; arranging hotel, accommodations and administration for visas, plus coordinating with PR department.
- Organizing internal and external meetings.
- Managing inventory of office supplies – business cards, envelopes, letterheads and stationery. Ensure supplies are reviewed regularly and adequately stocked in the store to meet the requirements.
- Managing entire filing system and ensuring all files are labeled and documents are filed on a daily basis.
- Follow-ups with different departments, companies, persons on any pending documents as requested by the Vice Chairman including status thereof.
- Managing all inward and outward correspondence of the Vice Chairman’s Office in order to ensure timely and accurate receipt and dispatch of the same.
- Creating Purchase Orders (LPOs) for payments.
- Communicating information with internal colleagues and external clients / vendors when required and responsibility for transferring correct information, inquiries, complaints or messages to Senior Management.
- Perform data-entry; printing and filing duties undertake any ad-hoc admin projects/duties as required.

Requirements

- Bachelor degree advantageous but not essential
- 10 years + in an Executive Assistant role supporting at C-Suite level at MNC
- Possible experience from Legal Firm
- English must be the first language with the ability to craft formal letters from basic notes or concept
- Advanced skills in Microsoft office (Word, Excel, PowerPoint)
- Excellent communication skills, well presented and self-confident
- Regional experience beneficial / understanding of Middle Eastern culture
- Diplomatic and discreet as handling extremely sensitive information
- Highly adaptable and able to embrace ambiguity
- Presentable and professional in appearance
- Experience in working with different cultures
- Ability to work outside normal working hours as and when required
- Arabic would be an advantage
- Must not have worked for another Arab family

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.