Senior Executive Assistant

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
• A warm, friendly and professional demeanour