The role of the Project Assistant (PA) is to provide critical administrative support to Project teams, ensuring operational efficiency, analytics, and reporting, coordinating project activities and general administrative support of project objectives and success.
The position requires thorough knowledge of the specific Project and wider Practice and industry in general.
Support requirements are often confidential in nature, which always requires discretion and professionalism
Responsibilities:
Create project schedules, share point sites, ways of working charters and timelines. Monitor action items, highlighting any red flags
Manage data repositories by keeping them updated, access-controlled, version controlled and effectively archived
Maintain ‘Facebook’ of internal project team and stakeholders. Update client org charts and CRM data
Draft professional and effective communications, both internally and externally
Develop and foster professional networks both with internal teams and external vendors and client teams; taking on client-facing duties as required
Monitor and report on proposal status, requirements and outcomes. May be required to create, edit and proof-read proposals and presentations
Conduct research and generate reports, dashboards and pipeline summaries by collecting data from various tools
Understand and compile financial documents necessary to open a job, leverage WIP tracking, and manage client invoicing and payment processing where applicable
Manage calendars by coordinating appointments, prepare meeting agendas, take meeting minutes, book conference rooms, catering and other logistics when planning bigger events. May be required to facilitate meetings and Q&A sessions
Arrange extensive team travel requests, often changing at the last minute for multiple colleagues. Work with the travel team to source appropriate accommodation and amenities; ensuring that invoicing and expenses are efficiently managed and recorded
Manage, submit and reconcile timesheets, expenses, credit card statements and payments
Assist with onboarding of new team members, bringing them up to speed with the project. Coordinating any client/site access and processes are completed. Liaising with other internal and external departments as required
Arrange events, trainings, speakers and other initiatives as required; considering all logistics and event schedules
Support with performance management processes: enter EPE (engagement performance evaluation) feedback into online system; provide administrative support on career roadmaps; coordinate with consultants’ mentees; support special selection committees review package, scheduling and logistics
Firm Building
Understanding and keeping up to date with the business organization structure, policies, goals, and objectives
Awareness of (and participation where appropriate) office events, recruiting, alumni outreach, social and charitable events and other activities
Experience / Education / Abilities
Strong English both oral and written. Arabic speaker is a great benefit
College degree or equivalent
3 years PA or EA experience in a professional services industry
Excellent analytical and reporting ability, administrative, organizational and time management skills
Outstanding interpersonal skills, able to interact effectively at all levels
High levels of initiative, resourcefulness and responsiveness. Able to identify problems, anticipate others’ needs and take proactive action where appropriate. Able to work on own initiative
Handle sensitive information in a confidential manner
Occasional travel required
Proficient in MS Offic
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