Job Openings Administrative Assistant

About the job Administrative Assistant

Our client is a leading global consulting firm, helping the world's top businesses, governments and organizations. Looking for a new "Administrative Assistant" covering Middle East region.

This position will be reporting to the Office Manager 

Primary duties and responsibilities

Diary Management

  • Managing on-line diaries, booking appointments and arranging meetings and e-meetings, reflecting updates as required
  • Keeping executives informed of upcoming commitments and following up appropriately
  • Acting as back up in managing other executives diaries when their assistants are not available

Calls, meetings and e-meetings management

  • Handling and screening calls for executives and passing messages to them in a timely manner
  • Organizing conference calls as needed and maintaining call record for accounts purposes
  • Organizing interview times as part of Strategy& appraisal process for executives at appraisal time
  • Organizing all logistics for internal and external meetings / e-meetings, ensuring executives get meetings on time with appropriate documentation (logistics, invites, catering, rooms booking, etc.)

Email Management

  • Monitoring executives email inboxes when they are out of the office or at meetings and taking action as necessary when required

Travel Bookings

  • Organizing business travel and accommodation bookings for executives and occasionally for other client staff on related projects
  • Ensuring executives and their dependents visas, residencies and other travel-related documents are up to date. Handle renewals accordingly
  • Reporting travel as needed (MyTrips. Logistics team, etc.)

Expenses and Timesheet

  • Coordinating and preparing monthly expenses claims and fortnightly timesheet submissions for executives in close coordination with the practice business operations manager

Medical expenses

  • Coordinating the reimbursement of medical expenses for executives and their families as part of the executive health scheme

Client relationships

  • Building and maintaining strong working relationships with executives clients and their assistants via phone and email communication

Executives general admin

  • Developing an understanding of Strategy& standards and formats
  • Proofreading and editing documents when required i.e. presentations, proposals, letters
  • General filing
  • Assisting executives client teams in proposals logistics if needed
  • Managing executives clients database and providing marketing assistance when needed. Keeping executives and own contacts databases up to date


  • 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 executives on personal requests as needed
  • Ability to anticipate the executives needs and cater for them
  • Other tasks as assigned

Knowledge, skills, and abilities


  • University degree
  • Minimum of 2-3 years experience in an administrative role


  • Knowledge of administrative systems and processes
  • Ability to use Microsoft Office, Lotus Notes and G-Suite
  • Must possess good keyboard skills (at least 55wpm)
  • Excellent organizational skills
  • Good oral and written communication skills
  • Good interpersonal skills and intrapersonal skills
  • Must possess a professional telephone manner
  • Demonstrated ability to work under pressure
  • Demonstrated team player and dedication to provide high level of service
  • Must possess a warm, friendly and professional demeanor