Executive Assistant

Job Description - Executive Assistant I (EXE000024)

Executive Assistant I (EXE000024)

ABOUT THE COMPANY

AZADEA Group is a premier lifestyle retail company that owns and operates more than 40 leading international franchise concepts in fashion and accessories, food and beverage, home furnishings, sporting goods, multimedia and beauty and cosmetics across the Middle East and Africa spread across 13 countries overseeing more than 700 stores.

JOB PURPOSE

The Executive Assistant is responsible for offering comprehensive assistance and support to the manager, including scheduling his/her appointments, handling documents and processing correspondence needs.

RESPONSIBILITIES

1. Manage and prioritize the manager's correspondence, including calls, emails, and postal communications, ensuring timely and efficient handling.
2. Oversee and prioritize the day-to-day operations of the manager's professional and personal affairs, providing high-quality support.
3. Balance conflicting priorities and ensure matters are handled expeditiously and proactively. Demonstrate a positive, can-do attitude, following through on tasks and projects to successful completion.
4. Identify, anticipate, and prepare information requirements for meetings, appointments, and presentations, ensuring all relevant details are organized and ready.
5. Maintain an organized filing system, ensuring accurate and accessible documentation.
6. Coordinate and manage travel arrangements (e.g., flights, hotels, rental cars) for the executive, ensuring all logistics are aligned with organizational policies and are well-organized.
7. Participate in meetings, take minutes, and follow up on action items in coordination with the manager.
8. Gather, analyze, and report information on assigned matters, generating reports and preparing presentations as needed while maintaining confidentiality.
9. Specific to Executive Assistant to the Country Manager: Manage the Store Validation Report (SVR) process, collecting commercial details, gathering feedback on sales projections, and facilitating approval from the SV and Investment Committees.
10. Specific to Executive Assistant to the Country Manager: Maintain and update the country's real estate database, tracking mall maps, lease terms, competitors' expansions, and ensuring timely lease renewals.
11. Specific to Executive Assistant to the Managing Director: Organize and coordinate VIP/Principals' visits, ensuring smooth execution of schedules.
12. Specific to Executive Assistant to the Managing Director: Supervise the Back Office (BO) support team, ensuring proper staffing and performance by setting clear objectives and evaluating against established standards.
13. Specific to Executive Assistant to the Managing Director: Manage reception areas by ensuring they are appropriately staffed and equipped.
14. Specific to Executive Assistant to the Managing Director: Drive a culture of exceptional customer service through on-the-job coaching/training for the support team and identifying further training needs in collaboration with the talent development team.

LANGUAGE & TECHNICAL SKILLS

• Fluency in English and Arabic.
• Fluency in French is a plus.

Technical Skills

• Proficiency in MS Office.

EDUCATION

Bachelor's degree in a related field.

EXPERIENCE

Two to four years of experience in a similar role.

BEHAVIORAL COMPETENCIES

• Communicates Effectively: Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences. Listens attentively and keeps others well informed; conveys information clearly, concisely, and professionally.
• Manages Complexity: Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems. Explores issues to uncover underlying issues and root causes.
• Plans and Aligns: Plans and prioritizes work to meet commitments aligned with organizational goals. Outlines clear plans that put actions in a logical sequence.
• Customer Focus: Builds strong customer relationships and delivers customer-centric solutions. Studies customer feedback and emerging customer needs.
• Situational Adaptability: Adapts approach and demeanor in real time to match the shifting demands of different situations.

Azadea Group is an Equal Employment Employer – All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or any other characteristic protected by relevant local laws.