EXECUTIVE ASSISTANT GTR

JTI

Executive Assistant Global Travel Retail

This position is responsible for providing professional, proactive, and comprehensive support to the General Manager and Global Travel Retail Management Team and carry out tasks and requests as instructed. Take ownership of requests and communications and action them in a timely and appropriate manner.

Position

The Executive Assistant will be responsible for

• Administrative Support to the General Manager To assist efficiently the GM in management of his business calendar with the Regional Teams. To handle his expenses and his travels arrangements and to support him in other admin files when needed
• Administrative Support to other members of the Management Team based in Dubai To provide administrative support to the Management Team including but not limited to Managing their flights and hotels bookings. Completing and processing their expenses, to organize their Workshops and any other team events
• Support Corporate Affairs & Communications Department In creation of Purchase Orders/ GRs/ PoPs (OPEX & Marketing); assist in Budget submissions
• Support People & Culture department In creation of POs for the Learning & Development programs/ posting GRs/ PoPs; handling IT requests / badge requests to all newcomers. Coordinate Service Awards List by following up with Line Managers and ensuring quarter update is provided to P&C or Marketing for the Town Halls presentations. Maintenance of the Distribution lists globally
• Events Organize the Management meetings quarterly (hotels, meeting rooms, restaurants) and coordinate the agenda. Assist the team in the organization of Quarterly Town Halls, GTR Conferences, TFWA Cannes, etc. Coordinate and follow up all necessary bookings
• GTR Microsoft Teams Site To actively collaborate with the workforce Team to ensure improvement and implementation in the Regions of the Teams Sites. To be responsible for the maintenance of the accesses, updates of tags, video list update, regional monthly reports, creation of new channels, etc.
  
  

Requirements

• Diploma/Certificate or Equivalent
• Minimum 5 years of secretarial / administration experience
• Excellent proficiency in reading, writing, and speaking English; proficiency in Arabic is an advantage
• Advanced in MS Excel, Word, and PowerPoint; familiarity with SAP is an advantage
• Strong communication and customer service skills
• Service-oriented with keen attention to detail
• Excellent time management and self-organization abilities
• Proven ability to work effectively and contribute within a team
• Self-motivated, energetic, and proactive