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Role Purpose:
Majid Al Futtaim Holding invites you to join us in our quest to create great moments for everyone, everyday! We are the leading shopping mall, residential communities, retail and leisure pioneer across the Middle East, Africa and Asia, serving over 560 million visitors a year. For the past two decades, we have shaped the consumer landscape across the region, transforming the way people shop, live and play, while maintaining a strong sustainability track record and the largest mall in the world to attain LEED Gold EBOM Certification. We have over 40,000 team members in 15 international markets representing over 100 nationalities – all keeping the customer at the heart of everything we do. If you enjoy being BOLD, PASSIONATE and TOGETHER, then Majid Al Futtaim is the destination for you.
Reporting to: Head of Loyalty
Function: Head Office
Role Purpose:
The role will be reporting to the Head of Loyalty. The candidate will be responsible for the effective daily planning and management of the Loyalty office with a focus on time management, correspondence management, team on-boarding, co-ordination and welfare. The candidate needs to have multitasking abilities, decision making skills, and strong time management.
Role Responsibilities and Accountabilities:
- Organise and actively manage the Group Head’s diary, bearing in mind any travel or time constraints of appointments. This requires co-ordination and management of meeting set-ups with internal Business Units, Stakeholders & external Business Partners.
- Minute and circulate meetings where required, ensuring a log of actions is completed and reviewed, in a timely and accurate manner.
- Ensure a timely turnaround of responses to meeting requests received.
- Set up SHARE Forums, QBRs and Steercos in coordination with the different departmental Office Managers & PAs, and manage all meeting room bookings.
- Accurate and timely communicate appropriate messages and information to ensure an efficient response time to internal and external stakeholders
- Ensure effective and timely decisions are taken by providing appropriate information to and from the Group Head of loyalty
- Work with the Loyalty Head and the SLT (Senior Leadership Team) to prioritize Loyalty Lead’s work activities and act as key liaison between SLT, Team members and all internal & external stakeholders for the smooth running of the department.
- Devise an effective system for ensuring effective management of Group Head’s inbox and follow-ups, implementing tools and best practices to improve work efficiency and daily planning.
- Assist the Head in timely review and approval of requests from Finance Dept. (Budget Tracker, Oracle), IT system requests, Docu Sign & work approvals from the team. Maintain all files, contracts and team records in a centralized repository ensuring all records are up to date and accurate
- Arrange travel and accommodation for Head and SLT as necessary.
- Assist HC in the onboarding of new joiners in terms of logistics: seating arrangements, IT accesses and system requirements, building access cards and general information.
- Coordinate with SLT for the Induction of New joiners by working through the Induction Plan, organizing and following up on Induction meetings.
- Liaise with HC and Procurement for the Contract Management of Consultants (approvals, timesheets, leaves, extensions, FTE Onboarding etc.)
- Coordinate with Talent Acquisition team for organizing interviews for the Head and the SLT
- Follow up on Training sessions for Team members with The Leadership Institute and organize Team Building activities
- Organise events, including venue, facilities, attendees and refreshments, ensuring attendees are well prepared
Minimum Experience/Qualifications
- 7+ years experience in a similar role
- Demonstrable experience in an admin support and/or executive assistant role
- Flexibility in working hours
- Microsoft Office skills (particularly Outlook)
- Excellent organizational and time management skills
- Understanding of project management
- Strong knowledge of all clerical activities
- The ability to work under extreme pressure and deadline
