UAE National | Executive Assistant | Al-Futtaim Automotive

Job description / Role

Established in the 1930s as a trading business, Al-Futtaim Group today is one of the most diversified and progressive, privately held regional businesses headquartered in Dubai, United Arab Emirates. Structured into five operating divisions; automotive, financial services, real estate, retail and healthcare; employing more than 35,000 employees across more than 20 countries in the Middle East, Asia and Africa, Al-Futtaim Group partners with over 200 of the world's most admired and innovative brands. Al-Futtaim Group's entrepreneurship and relentless customer focus enables the organization to continue to grow and expand; responding to the changing needs of our customers within the societies in which we operate.

By upholding our values of respect, excellence, collaboration and integrity; Al-Futtaim Group continues to enrich the lives and aspirations of our customers each and every day

Overview of the role:
- To provide professional, confidential, and extensive administrative support to the Automotive HR Director with a proactive approach to the role, anticipating needs, time management and prioritization of tasks.

What you will do:
- Ensure HR Director's calendar is efficiently managed, up to date, and meetings are strategically scheduled; Briefing the HRD as required.
- Receive and screen incoming calls and visitors, determining priority matters, alerting the HR Director accordingly. Make referrals to appropriate staff or provides requested information.
- Read and screen incoming correspondence and reports as appropriate; make a preliminary assessment of the importance of materials and organizes documents.
- Attend HR Management Meetings, take minutes, and ensure they are prepared and distributed in a timely manner and uploaded to Automotive Central Repository. Ensure follow-up points are actioned by concerned parties prior to the next meeting.
- Ensure weekly/monthly departmental reports are delivered to the HRD by the requested date, ensuring preparing parties deliver this on time.
- Business Travel Arrangements: Raise the Travel Request/ Expense Report aligned to Business Travel Policy of the Company; Apply and obtain the visa on time, coordination of the flight and hotel bookings, pickups, and agendas for HR Director.

Other admin responsibilities :
- Stock control : Maintain/Raise the Ariba Purchase Order for Office Stationeries, Equipment or Services provider for HR; Control the ordering of stationeries and ensure required departmental levels are maintained at all times and there is no misuse.
- Office management : Manage the appearance of the office by ensuring it is presentable at all times. Ensure all office equipment/general maintenance of the office is carried out regularly by raising the proper IT service request.
- Onboarding : Follow-up the assets and securing the approvals as required for the new joiners reporting directly to HRD; raise the necessary IT Service Request and prepare the office cabin/ working station, access cards and office stationeries
- Offboarding : Ensure the collection of the IT Assets, company mobile, access & parking cards, and other company assets from the leaving associate reporting directly to HRD before endorsing the signing of Exit Clearance Form.

Required Skills to be successful:
- Ability to interact with staff at all levels
- Work under pressure, remaining flexible, proactive, resourceful, and efficient.
- High level of professionalism and confidentiality.
- Individual accountability and motivated to deliver.
- Dynamic, high-energy, well organized, flexible and able to support cross-functional coordination in a fast-paced environment and possess excellent judgment.

What equips you for the role:
- High School Diploma is required. Graduate degree would be a preference.
- 5 years' experience in administrative, personal assistant or office roles.
- Proficient in English and Arabic.
- Proficient in Microsoft Office skills.
- Ability to write emails, letters, and minutes in English.

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.