Job Description

Job Title: Executive Assistant Division: Travel Retail Gulf & India Line Manager: General Manager, Travel Retail Gulf & India Location: Dubai

Position Summary: This position is responsible for full spectrum of administrative and secretarial support to the General Manager. The incumbent works independently and handles confidential information. In addition, this position will provide administrative services ad HR support to the BU Team.

Key responsibilities:

1. Secretarial and Administrative Services

Provide full secretarial support to General Manager such as, maintain diary of meetings and business appointments, handle travel arrangement, processes expense claims.

Coordinate weekly calendars and contact information for BU/team meeting schedule.

Coordinate GTR senior management executives' visits, Duty Free conferences/meetings and any hospitality projects where required. Facilitate the meetings with the compilation and dissemination of meeting agenda, minutes and any other meeting materials as needed. This includes venue sourcing/event management and coordination of group itineraries.

Assist in the development and preparation of presentation materials (e.g. budget, strategic plan, etc.)

Establish and maintain files and records

Business Unit Brand Ambassador admin management Gulf & India

T&E Budget - Prepare regular report and analysis of data.

Co-ordinate relationships and maintain contact information database with customers and their secretaries/assistants.

Perform other duties or facilitate ad-hoc projects as and when assigned including S&R

2. Team Support

Provide administrative supports to the sub-teams of the BU, including but not limited to handling travel arrangements and check T&E reports for management approval, coordinate team calendars.

Assist management to disseminate company policies/procedures and its administration.

Perform other duties or facilitate ad-hoc projects as and when assigned.

3. HR Support

Provide clerical and administrative HR support to the team

Assist in internal events and activities

Qualifications and Skills Requirements:

At least 5 years' PA/EA experience in MNC/sizeable companies & serving senior executives

Excellent PC skills

Good inter-personal and communication abilities

Pleasant personality with excellent administrative, problem solving skill and organizational skills

Self-motivated, fast learner, mature, able to work independently & under pressure

Excellent command of both spoken & written English

Job Posting End Date:2024-02-15

Target Hire Date:2024-04-22

Target End Date:

JR-040184