Personal Assistant – AFIM

Al-Futtaim Investment Management Limited (AFIM) is part of the Al Futtaim Group.
Toyota, Honda, Marks & Spencers, Ikea, Toys R Us, and Dubai Festival City are just some of the amazing stable of world-renowned brands managed by the Al Futtaim Group of Companies. Established in the 1930s as a trading business, Al-Futtaim is one of the most progressive regional business houses in the Gulf region. Today, Al-Futtaim operates through more than 65 companies in sectors as diverse as commerce, industry, and services, and employs in excess of 20,000 people across the UAE, Bahrain, Kuwait, Qatar, Oman, Egypt, Saudi Arabia, Sri Lanka, Syria, Pakistan, Singapore, and Europe.

Provide personal administrative support to management and the company through conducting and organizing administrative duties and activities, including receiving and handling critical and confidential information. Besides executing duties related to the GM's office, offer full assistance to other tasks related to Al Futtaim Investment Management.

Core responsibilities include:

1. Management of GM's calendar, scheduling appointments, and updating contact lists.
2. Provide secretarial support to the GM by encoding correspondences, reports & documents, handling or screening incoming calls and visitors, and setting meetings with various departments and clients.
3. Organizing conferences, seminars, or training for staff as required.
4. Managing inventory of office supplies - business cards, envelopes, letterheads, and stationery. Ensure supplies are reviewed regularly and adequately stocked.
5. Managing the entire filing system and ensuring all files are labeled and documents are filed daily. Also maintaining a filing system for each investor separately in the safe and creating new company binders as required.
6. Arranging office requirements for new staff on board (like arranging desk, laptop, company drive access, etc.).

1. Minimum secondary level of education; degree holder preferred.
2. At least five years of previous secretarial/administration experience.
3. Experience within a large multi-cultural organization - preferably within the head office.
4. Experience of working for senior management carrying out diary management, travel arrangements, and meeting coordination.
5. Excellent English communication skills, both written and oral.
6. High computer literacy - must be proficient in Microsoft Office including Word, Excel, and PowerPoint.
7. Presentable, calm, friendly, mature personality with experience dealing with senior management and VIPs.
8. Excellent organizational skills.
9. Discretion with confidential information.
10. UAE experience is a must.