Office Manager | Real Estate | Asset Management

Job description / Role

Overview of the role:

Providing executive, administrative, and clerical support to the Asset Management Director. This role demands exposure to highly sensitive information and involvement with superior contacts requiring considerable use of discretion, tact, diplomacy, and judgment. This role will be conducting assignments and projects, receiving and distributing correspondence and emails, gathering information, and compiling diverse reports and presentations for management.

What you will do:

• Assist in the preparation of executive-level presentations and tracking reports as required by AMD.
• Responsible for maintaining and managing the Asset Management Director's daily calendar and schedule.
• Arrange meeting invites and appointments and ensure the Asset Management Director is well-prepared for the meetings.
• Attend meetings and take minutes as and when required.
• Act as the Asset Management Director's first point of contact and liaise with people from both internal and external organizations.
• Responsible for drafting correspondence, official letters, agendas, reports, slide presentations, and other documents.
• Responsible for screening telephone calls, inquiries, and requests.
• Plan, organize, and arrange the Asset Management Director's travel itinerary, including but not limited to ticket and hotel bookings, visa processing, and other documentation related to the travel, and ensure that it complies 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.
• Responsible for the upkeep and maintenance of the Asset Management Director's office and ensuring that all office equipment and facilities are in working condition.
• Responsible for maintaining and ordering stationery and grocery supplies for the department.
• 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 Asset Management Director.

Required skills to be successful:

• 4-6 years of experience with at least 2 years' experience in the capacity of Personal Assistant or Executive Secretary for a management level position in a large-sized organization and a fast-paced environment.

What equips you for the role:

• 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 organizational and administrative skills, including the ability to meet deadlines and manage a varied workload in a busy environment.
• Proficient in Microsoft Office suite i.e., MS Word, Excel, and PowerPoint.

About Al-Futtaim Group Real Estate

The real estate development and operations arm of Al-Futtaim, Al-Futtaim Group Real Estate is responsible for a multi-billion-dollar portfolio across MENA. With high-quality residential, business, retail, tourism, educational, and healthcare developments, the master developer caters to the diverse needs of cities and communities in the region. From origination, conception, development, sales, procurement, and construction of mega-projects to the leasing, operation, and management of these projects after completion, Al-Futtaim Group Real Estate (AFGRE) has been developing and managing owned landbanks, unlocking the economic potential of the region and contributing to future development for more than 40 years.

Our focus is to enable and invest in meaningful relationships to make our properties the best places to live and work, build additional products and services, and enable partnerships to create true value to our customers throughout their entire experience with us.

AFGRE is responsible for master planning of all projects in its portfolio, including two large scale mixed-use destinations: Dubai Festival City and Cairo Festival City.

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.