HR Director Executive Assistant Al Futtaim Group UAE

Al Futtaim Group is currently seeking an eligible candidate to take on the role of a HR Director National Executive Assistant. The selected candidate will manage administrative/operational activities, provide professional, confidential, and extensive administrative support to 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. 

Duties of HR Director Executive Assistant

• Ensure HR Director’s calendar is efficiently managed, up to date, and meetings are strategically scheduled.
• Receive and screen incoming calls and visitors, determining priority matters, alerting the HR Director accordingly.
• Make referrals to appropriate staff or provide 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.
• 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.
• Manage the appearance of the office by ensuring it is always presentable.
• 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.

Eligibility Requirements

The eligibility requirements for role of a HR Director National Executive Assistant are as under:

• Minimum of high school/secondary education.
• Graduate degree would be a preference.
• Ideally, 5 years experience in administrative, personal assistant or office roles.

Skills & Knowledge Desired

• Ability to use MS Office applications, Word, Excel, PowerPoint, Outlook, Basic IT knowledge in Ariba Spend Management and SAP.
• Ability to write emails, letters and minutes in English.
• Effective communication and time management skills.
• Dynamic, high-energy, well organized, flexible and able to support cross-functional coordination in a fast-paced environment and possess excellent judgment.
• Ability to interact with staff at all levels, work under pressure, proactive, efficient with a high level of professionalism and confidentiality.
• Individual accountability and motivated to deliver.

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