Job Title : Executive Assistant

Category : Administration/Secretarial/Advertising

Majid Al Futtaim Company Location United Arab Emirates

Posted Date : 07/05/2017

Job Description :

pastingJob description
Job Purpose:

· Provide assistance to the LINE MANAGER - MAFV in organizing and managing the corporate office activities through effective coordination with respective authorities (Internal & External), consultants and provide all the necessary support to complete the required tasks efficiently whilst maintaining quality of tasks delivered.

Job Details – Key Responsibilities and Accountabilities:

· Manage the LINE MANAGER ’s calendar, travel arrangement (flight booking/hotel), government relation, scheduling high volume of meetings and appointments, managing business/personal Outlook calendar and managing complex schedules so as to ensure on time procurement and timely management.

· Plan, organize and coordinate the administrative aspects of the LINE MANAGER office functions and special events, meeting to ensure invitations, facilities, catering arrangements, and facility contracts are carried out on time and smoothly.

· Responds to important call, concerns and complaints received by LINE MANAGER office for the purpose of resolving issues/problems by providing appropriate information’s and /or referring to appropriate personnel to address these.

· Support the LINE MANAGER is resolution of issues handled through provision of supporting information, coordination with relevant personnel etc. as and when required to ensure timely action on such issues.

· Provide efficient support in screening executives’ phone calls and appointments using judgment and knowledge to ensure efficient diary management support to the LINE MANAGER.

· Record and relay accurate timely messages from clients on telephone, email and hand given and provide adequate information where needed to ensure proper communication between the LINE MANAGER and his team.

· Receive and initiate extensive, regular outside contacts with executives and boards of directors and other delegates on behalf of the LINE MANAGER

· Arrange and attend high level meetings and carry out the calendar scheduling as per the meeting requirements and maintain internal / external interaction with various members to ensure attendance in the meetings arranged.

· Create minutes of the meetings attended and ensure minutes are approved and circulated to the attendees with supporting documents and ensure accurate documentation of same is maintained in the corporate records for ready retrieval.

· Review documents submitted by Entities/ business units and ensure documents are accurate and as per the requirement of the weekly/monthly meetings and presentations as and when required and coordinate with unit heads to verify information on the documents.

· Plan, organize and oversee all activities of the day-to-day management of special initiatives handled by LINE MANAGER office in order to ensure that the same is completed within time and with agreed quality and standards.

· Develop and create action plans and track progress of the tasks against the action plans in line with the decisions taken at meetings and coordinate with respective members on the progress of the task and follow up to expedite the activities as per agreed timelines.

· Provide timely information to LINE MANAGER on any critical issues that are pending which requires attention and decision making.

· Maintain records regarding coding of invoices received for payment as per expenditure account guidelines and submit completed expense claims as per the respective guidelines to ensure timely approvals and reimbursement of claims

· Maintain a comprehensive filing system by maintaining hard copy and electronic filing system. Performs general administrative services such as collating & sorting documents, making copies, filling, sending fax messages etc.

· Update, maintain and store important files and departmental documents in a confidential manner for documentation and record purposes ensuring easy retrieval.

Measure of Success – Illustrative KPIs:

Other Context (if applicable):


Personal Characteristics and Required Background:

Skillset (job specific technical skills and behavioral competencies needed)

· Must have excellent command of the English language

· Must maintain strict confidentiality of all matters which are processed through the LINE MANAGER office.

· Good customer service in dealing with all levels of employees.

· Excellent communication and interpersonal skills.

· Organizational skills in order to prioritize tasks.

· Multi-tasker and team player.

· Able to meet short deadlines.

Minimum experience

· At least 4 - 6 years’ experience in similar field, with experience in working in similar positions under Senior officials in a corporate environment.

Minimum Qualifications/education

· Graduate in any discipline

· Excellent Computer skills (MS Office).

Benefits Offered : As per UAE law