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Executive Assistant

1.00 to 10.00 Years   Dubai, United Arab Emirates   13 Jun, 2023
Al Futtaim Group
1 Jobs Openings
Job LocationDubai, United Arab Emirates
EducationNot Mentioned
SalaryNot Mentioned
IndustryAccounting
Functional AreaNot Mentioned

Job Description

UAE National Executive Assistant | Al Futtaim AutomotiveOverview 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 Automotive HR Director 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 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; Forward appropriate materials to the Managing Director, Sr. Management, and team as appropriate with the direction of the HRD.
  • 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.
  • 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
  • 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.
  • 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.
  • 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˙
  • 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
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