Executive Assistant

1.00 to 10.00 Years   Dubai, United Arab Emirates   28 Nov, 2023
Job LocationDubai, United Arab Emirates
EducationNot Mentioned
SalaryNot Mentioned
Functional AreaNot Mentioned

Job Description

UAE National Executive Assistant | Al Futtaim Automotive | New Business ModelsOverview of the roleWe are currently looking for an experienced Executive Assistant (EA) to work for Al Futtaim Automotive in Dubai. As an Executive Assistant you will provide professional, confidential, and extensive administrative support to the two Directors with a total understanding of the role, objectives and responsibilities of the Business area and a thorough knowledge of the Group processes, policies and activities.˙What you will do

  • Ensure Directors calendar is efficiently managed, up to date, and meetings are strategically scheduled; Receive and screen incoming calls and visitors, determining priority matters, alerting the Directors accordingly
  • Read and screen incoming correspondence and reports as appropriate; make a preliminary assessment of the importance of materials and organizes documents
  • Attend 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 Directors by the requested date, ensuring preparing parties deliver this on time
  • 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
  • Maintain/Raise the Ariba Purchase Order for Office Stationeries, Equipment or Services provide; Control the ordering of stationeries and ensure required departmental levels are maintained at all times and there is no misuse
  • 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

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