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 strong collaboration with internal and external stakeholders.

What equips you for the role:

• Bachelor’s degree is required.
• Previous experience supporting C-level executives, Managing Directors, or senior leadership teams is highly preferred.
• Demonstrated ability to work in a confidential environment while exercising sound judgment and professionalism.
• Strong business acumen and understanding of corporate office operations.
• Excellent command of English, both written and spoken.
• Strong communication, stakeholder management, and teamwork capabilities.

About Al-Futtaim Group Real Estate

The real estate development and operations arm of Al-Futtaim, Al-Futtaim Group Real Estate is responsible for a multi-billion-dollar portfolio across MENA. With high-quality residential, business, retail, tourism, educational and healthcare developments, the master developer caters to the diverse needs of cities and communities in the region. From origination, conception, development, sales, procurement and construction of mega-projects and the leasing, operation and management of these projects after completion, Al-Futtaim Group Real Estate (AFGRE) has been developing and managing owned landbanks, unlocking the economic potential of the region and contributing to future development for more than 40 years.

Our focus is to enable and invest in meaningful relationships to make our properties the best places to live and work, build additional products and services and enable partnerships to create true value to our customers throughout their entire experience with us. AFGRE is responsible for master planning of all projects in its portfolio, including two large scale mixed use destinations: Dubai Festival City and Cairo Festival City.