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

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

Knowledge, skills, and abilities

Qualifications:

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

Skills:

• 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