Executive Assistant

Bachelor of Business Administration (Management)

Nationality: Any Nationality

Vacancy: 1 Vacancy

Job Overview:

The provision of a bilingual (English/Arabic) executive level administrative support to 1-3 Partner level consultants.

Hours: 09:00 - 18:00 with additional hours as needed

Key Responsibilities:

1. Business Development:
2. Build relationships with clients and clients' EAs.
3. Understand the business goals and objectives of each supported Partner and help to push them forward proactively.
4. Lead the administrative support of RFPs/tender responses.
5. Maintain and update current list of contacts and business activities in the CRM database.
6. Track and maintain sales activity/pipeline with each Partner.
7. Proactively spot clients that haven't been called upon and/or who need follow-up.
8. Execute requested follow-up calls for client mailings.
9. Assist the Marketing Department with the coordination of customized mailings.
10. Prepare letters, proposals, and other documents using Oliver Wyman formatting styles.
11. Maintain diaries for Partners, scheduling internal and external meetings, communicating with clients and infrastructure staff as appropriate.
12. Proactively spot opportunities to add internal and external meetings; interviews, staff meetings, follow-up.
13. Assist with scheduling for complex projects as requested by the Partner and/or project team.
14. Travel Arrangement:
15. Coordinate travel and accommodation, book cars, rail tickets, etc.
16. Coordinate with mobility and HC to obtain relevant business visas/work permits.
17. Develop understanding of Partner scheduling and travel preferences.
18. Coordinate travel efficiently by grouping client meetings where possible.
19. Daily Administration:
20. Manage documents and project deliverables when requested.
21. Notify staffing and Practice EAs of extensions/re-negotiations.
22. Manage storage or disposal of confidential client information.
23. Act as central point of contact for all assigned Partner administrative needs, liaising with other support departments as necessary.
24. Timesheet and Expense Reporting:
25. Prepare monthly timesheets for each assigned Partner.
26. Prepare all expense reports and/or delegate to a team assistant when necessary.
27. Request Purchase Orders (POs) as needed for relevant project teams.
28. Team Support:
29. Provide coverage for EAs who are out of the office to ensure seamless support to Principals/Partners.
30. Provide short-term coverage for Principals/Partners who may be in the midst of an EA assignment transition or who are new to the Firm.
31. Provide training and support to new EAs.
32. Participate in team meetings and projects with an eye to improving processes and the overall performance of the EA team.

Experience Required:

At least three years experience in a similar role. Experience in financial services, management consultancy, and/or a professional services environment is a plus.

Technical Skills:

Advanced Word, PowerPoint, and Outlook skills; comfortable Excel skills. Knowledge of CRM systems (Microsoft Dynamics), Google Drive, and SharePoint is a plus but not necessary. English and Arabic required.

Skills and Attributes:

1. Positive and proactive while still being collaborative.
2. Highly organized and detail-oriented, yet operates well within a team, as well as independently.
3. Professional, tactful, and able to engage with colleagues at all levels in the firm.
4. Problem solver able to work with other teams and staff members effectively to reach a viable solution and goal.
5. Strong service focus dedicated to meeting the expectations of all staff through securing effective relationships with clients and executing deliverables to the highest standards.
6. Excellent communicator and negotiator able to deal effectively with people at all levels across a multicultural environment.
7. Maturity, poise, and judgment.
8. Ability to maintain and respect confidentiality.
9. Ability to think strategically and contribute to the development of departmental model.
10. One who takes constructive feedback in stride and incorporates feedback quickly.
11. Ability to manage a heavy work volume and meet deadlines in an extremely fast-paced environment.
12. Ability to undertake projects and produce quality and timely results.
13. Self-starter, strong initiative, confidence, and ability to work with little guidance.
14. Collaborative team player.
15. Positive attitude, sense of fun, collegial and friendly.
16. Ability to juggle several tasks at once, prioritize and manage own time - not a clock watcher or someone unwilling to step outside their job description.
17. Methodical, organized, and excellent attention to detail.
18. Flexible attitude: embraces change, hard-working, cost-conscious, and results-driven.