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Job description / Role
The Executive Assistant will be responsible for helping in the day-to-day efficiencies of the office and business and running of the MD’s office. Working closely with PA to MD and the MD’s to aid in managing time through completion of secretarial and high quality of full administrative tasks. Often acting as a first point of contact for any external queries and communication.
Main responsibilities:
- Prepare allowance and annual expenses reports related to any requirements for buyers, or any exceptions requested after relevant authorization is received
- Prepare invoices or relevant financial memos as per department manager request, validating any information before submitting to management
- Aid in reduction of costs through efficient management of office expenses such as stationary, supplies, etc.
- Processing the buying budget for each brands and coordinate with Accounts Department to ensure that the buyer will receive the allowance before the departure
- Manage and updating MD’s and PA to MD diaries ensuring all activities (activities such as internal/external meetings including buying, meetings with brands or mall management for the sites visits cross the GCC and conference calls) are prioritized appropriately for relevant department managers, schedules are distributed as and when required or requested
- Organize travel for department managers, buyers and employees as requested ensuring authorization by relevant person(s)
- Arrange travel itineraries ensuring schedules are communicated with sufficient time for action for those involved
- Support the operations of head office running errands dependent on departmental requirements and coordinating with company driver if necessary
- Highlight any issues and provide solutions where possible to the relevant manager to resolve in a timely manner that are related to the head office, diary management or any other significant issues, which sit within the remit of the incumbent
- Carry out specific projects and research and then present findings to departmental managers
- Arrange travel, visas and accommodation and occasionally travel with management if requested for business requirements
- Acts as a liaison with other departments, clients and outside agencies, including high-level staff such as Management team, buyers and GM’s. Handles confidential and non-routine information and explains policies when necessary
- Coordinates division of workload with the office assistant in booking of tickets for the buyers
- Coordinate business travel, accommodation hotel, invitation letters from the brands and visa requirements for buyers
- Monitoring Office maintenance including office equipment
- Supporting newly established company in term of getting corporate rate from hotels, booking accommodation hotel and tickets
- Review invoices and coordinate with related accounting department for payment processing
- Communication and process optimization of Administration Department resources
- Design, implement, evaluate and then maintain the process of work within the office to improve efficiencies and productivity
- Coordinate events as well as provide further requested assistance and communicate as required between relevant parties involved
- Prepare detailed agendas, excel sheets and PowerPoint presentations ensuring these are completed within the relevant timeframes
- Manage contracts including those of customers, vendors or staff supporting and managing as and when required
- Amend business documentation to keep them in line with current policies/ procedures and ensure they are then communicated to relevant parties
Requirements
Specialist knowledge:
- Administrative
- Business Acumen
- Clerical
- Communication (Verbal, Written)
- Computer Literacy
- Diary Management
- Project Management
- Results Orientation
- Travel Management
Soft Skills and Personality traits:
- Accuracy
- Analytical Ability
- Attention to Detail
- Collaboration
- Deadline Orientated
- Decision Making and Judgment
- Energetic
- Flexibility
- Interpersonal Skills
- Leadership
- Multitasking
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.