Our client is a leading global consulting firm, helping the world\'s top businesses, governments and organizations. Looking for a new "Senior Executive Assistant" in their Dubai office.
This position reports to the Office Manager.
Primary duties and responsibilities
Diary management
Extensive management of active on-line diaries, booking appointments and arranging meetings and e-meetings, updates as required
Keeping executives well informed of upcoming commitments and responsibilities and following up appropriately
Acting as back up in managing other Executives diaries when their EAs are not available
Calls, Meetings and E-meetings
Handling and screening calls for executives, relaying messages in a timely manner
Organizing interview times as part of Strategy& appraisal process for Executive/s at appraisal time
Arranging conference calls, internal meetings and e-meetings and minuting where required (logistics, invites, catering, rooms booking, etc.)
Organizing all logistics for internal and external meetings, ensuring Executive/s get to meetings on time with appropriate documentation
Supporting leadership team in MELT meetings and other tasks as needed
Coordinating with relevant parties to compile meetings material
Email management and other communication requirements
Drafting emails / letters on behalf of executive/s
Monitoring Executives email inboxes when they are out of the office or at meetings and taking action as necessary when required
Travel bookings
Organising business travel and accommodation bookings for Executive/s and occasionally for other client staff on relative projects
Ensuring executives and their dependants visas, residencies and other travel-related documents are up-to-date. Handle renewals accordingly
Reporting travel as needed (MyTrips, Logistics team, etc.)
Expenses and timesheets
Co-ordinating and preparing monthly expenses claims and fortnightly timesheet submissions for Executive/s and own expenses and timesheets by due dates in close coordination with the practice business operations manager
Medical expenses
Coordinating the reimbursement of medical expenses for Executive/s and their dependants as part of the executive health scheme
Client / other relationships
Building and maintaining strong working relationships with Executives clients and their assistants via phone and email communication
Building and maintaining strong working relationships with counterparts at PwC to enable close interaction and coordination at all times
Executives general admin
Proofreading and finalising of documents when required i.e. presentations, proposals, letters
General filing (own and executives as requested)
Client database management and marketing assistance when needed. Keeping Executive/s and own contacts up-to-date
Other
Assisting other EAs during busy periods and filling in for colleagues on vacation as needed
Assisting with the organisation of Strategy& events as needed including dinners and outside events
Providing reception cover on an ad-hoc basis
Assisting Executive/s on personal requests as needed
Ability to anticipate the Executives needs and cater for them
Take on special projects within the administration function and manage them autonomously
Act as a role model for other EAs and coach them as needed
Other tasks as assigned
Knowledge, skills, and abilities
University degree preferably in Business Administration / Management
Minimum of 5 years experience in a PA/EA role, assisting C-Level Executives preferably in a professional services firm
Digital proficiency namely in Google Suite and digital curiosity for online tools and applications
Proficiency in Microsoft Office applications (Excel, Word and PowerPoint)
Must possess:
Excellent organizational and time-management skills that reflect the ability to perform and prioritize multiple tasks to achieve goals seamlessly, autonomously and proactively with excellent attention to detail, despite tight deadlines in a fast-paced environment
Expert level of written and verbal communication skills
Excellent interpersonal and intrapersonal skills to build and maintain strong relationships with key stakeholders
A professional telephone manner
Demonstrated proactive approach to problem-solving; forward looking thinker who actively seeks opportunities and proposes solutions
High resourcefulness; flexible team-player with the ability to be extremely effective independently and provide high level of service with minimal supervision
Proven ability to handle confidential information with discretion, be adapting to various competing demands, and demonstrate the highest level of customer service and response