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Job description / Role
Objectives:
The role of the PA is to free the General Manager’s time from organising and administrative tasks so that they can spend maximum time on strategic tasks.Works closely with the General Manager to provide administrative support, usually on a one-on-one basis. You will have the ability and skills to provide confidential, administrative support, taking full responsibility for the organisation of various company events and projects as required.
Main responsibilities:
• Acting as a first point of contact: dealing with correspondence and phone calls
• Managing the diary of the General Manager and organising meetings and appointments, often controlling access to the manager/executive
• Booking and arranging travel, transport and accommodation
• Organising events and conferences
• Reminding the manager/executive of important tasks and deadlines
• Typing, compiling and preparing reports, presentations and correspondence
• Managing databases and filing systems
• Implementing and maintaining procedures/administrative systems
• Liaising with staff, suppliers and clients
• collating and filing expenses
• Screening phone calls and dealing with enquiries where appropriate
• Making appointments and planning their manager’s diary
• Organising and attending meetings; sometimes taking minutes and ensuring their manager is well-prepared for meetings
• Replying to emails, faxes and post
• Booking travel arrangements and accommodation when necessary
• Assisting with projects by researching or writing reports
• Organising and maintaining office systems
Reporting to: General Manager
Requirements
Nature and length of previous experience: A minimum of 3 years experience in a similar role
Specialist knowledge:
- Diary Management
- Computer Proficiency
Soft Skills and Personality traits:
- Communications skills
- Organizational skills
- Discretion and confidentiality
- Time Management
Language Fluency: Fluency in English is essential, Arabic would be an advantage
About the Company
Al Mana is one of the largest and most diversified groups in the region, operating over 55 companies in 8 countries and employing over 3500 personnel. Industries that we operate in include automotive distribution and services, real estate and investments, retail and luxury fashion, F&B, engineering, technology, media and entertainment. The group covers most areas of retail including luxury goods, beauty, fashion, home interiors, watches and jewellery. Operating over 300 outlets, Al Mana represents some of the largest and most successful brands in the world.