MD's Office Manager | Asset Development | Real Estate

Job Requisition ID: 170045 Established in the 1930s as a trading business, Al-Futtaim Group today is one of the most diversified and progressive, privately held regional businesses headquartered in Dubai, United Arab Emirates. Structured into five operating divisions; automotive, financial services, real estate, retail and healthcare; employing more than 35,000 employees across more than 20 countries in the Middle East, Asia and Africa, Al-Futtaim Group partners with over 200 of the world's most admired and innovative brands. Al-Futtaim Group’s entrepreneurship and relentless customer focus enables the organization to continue to grow and expand; responding to the changing needs of our customers within the societies in which we operate. By upholding our values of respect, excellence, collaboration and integrity; Al-Futtaim Group continues to enrich the lives and aspirations of our customers each and every day Overview of the role: Provide high-level executive, administrative, and clerical support to the Managing Director, ensuring the efficient operation of the office and effective management of day-to-day activities. The role requires handling confidential information with discretion, interacting with senior stakeholders, and supporting key business initiatives through coordination, communication management, report preparation, and project support. What you will do: Executive & Technical Support - Prepare high-quality executive presentations, reports, dashboards, and other business materials as requested by the Managing Director. - Support the tracking of key initiatives, action plans, and management updates. - Ensure all reports and presentations are accurate, professional, and delivered within agreed timelines. Calendar & Meeting Management - Manage and maintain the Managing Director’s calendar, appointments, and daily schedule. - Coordinate meetings, prepare agendas, and ensure all required materials are available in advance. - Attend meetings as required, record minutes, and follow up on action items. - Ensure agendas are distributed at least 24 hours before meetings and minutes are circulated within 24 hours after meetings. Executive Administration - Serve as the primary point of contact for the Managing Director, liaising with internal and external stakeholders. - Draft and prepare correspondence, reports, presentations, meeting materials, and other business documents. - Screen and manage calls, inquiries, and requests, ensuring timely and professional responses. - Handle confidential and sensitive matters with the highest level of discretion and professionalism. Travel & Expense Management - Coordinate domestic and international travel arrangements, including flights, accommodation, visas, transportation, and related documentation. - Ensure all travel plans align with business needs and company travel policies. - Prepare and process travel expense claims and reimbursements accurately and on time. - Identify cost-effective travel solutions while maintaining efficiency and convenience. Office & Resource Management - Oversee the upkeep of the Managing Director’s office and ensure all equipment and facilities are fully operational. - Manage office supplies, stationery, and refreshments, maintaining adequate stock levels while controlling costs. - Coordinate maintenance requests and office support services as required. Document Management & Communication - Maintain organized filing systems, records, and document-tracking processes. - Coordinate incoming and outgoing correspondence, ensuring timely distribution and follow-up. - Prepare routine communications and responses on behalf of the Managing Director when required. - Ensure all documentation is accurately maintained, readily accessible, and handled confidentially. Required Skills to be successful: - 7+ years of experience in executive administration, with at least 5 years supporting senior management as a Personal Assistant, Executive Assistant, or Executive Secretary in a large organization and fast-paced environment. - Excellent verbal communication and interpersonal skills, with the ability to interact effectively with senior stakeholders and handle confidential information with discretion. - Strong written communication skills, including the ability to prepare reports, presentations, correspondence, meeting minutes, and business documentation to a high professional standard. - Excellent organizational and time management skills, with the ability to manage multiple priorities, coordinate schedules, and meet tight deadlines. - Strong administrative and coordination skills, with a proactive approach to problem-solving and task management. - Advanced proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook. - High level of attention to detail and accuracy in managing documentation, communications, and executive schedules. - Ability to work independently while maintaining

7+ years of experience in executive administration, with at least 5 years supporting senior management as a Personal Assistant, Executive Assistant, or Executive Secretary in a large organization and fast-paced environment.

Executive & Technical Support: Prepare high-quality executive presentations, reports, dashboards, and other business materials; support tracking of key initiatives, action plans, and management updates; ensure reports and presentations are accurate and delivered on time. Calendar & Meeting Management: Manage MD’s calendar, coordinate meetings, prepare agendas, ensure materials are available, attend meetings, record minutes, and follow up on action items; distribute agendas 24 hours prior and circulate minutes within 24 hours after meetings. Executive Administration: Serve as primary point of contact, liaise with stakeholders, draft correspondence and materials, screen calls and inquiries, handle confidential matters with discretion. Travel & Expense Management: Coordinate domestic and international travel, prepare expense claims, and ensure compliance with travel policies while optimizing cost. Office & Resource Management: Oversee office operations, manage supplies and facilities, coordinate maintenance and support services. Document Management & Communication: Maintain filing systems, manage correspondence, prepare routine communications, and ensure documentation is confidential and accessible.