Executive Assistant

Job description

Company: the employer Description: the employer is now looking to recruit an Executive Assistant to join our Middle East office and be part of our IMEA (India Middle East Africa) team! The role will be based out of Riyadh office. 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: Business Development • Build relationships with clients and clients EAs • Understand the business goals and objectives of each supported Partner and help to push them forward proactively • Lead the administrative support of RFPs/tender responses • Maintain and update current list of contacts and business activities in CRM database • Track and maintain sales activity/pipeline with each Partner • Proactively spot clients that haven’t been called upon and/or who need follow up • Execute requested follow-up calls for client mailings • Assist the Marketing Department with the co-ordination of customized mailings • Prepare letters, proposals and other documents using the employer formatting styles. Calendaring • Maintain diaries for Partners, scheduling internal and external meetings, communicating with clients and infrastructure staff as appropriate • Proactively spot opportunities to add internal and external meetings; interviews, staff meetings, follow-up • Assist with scheduling complex projects as requested by the Partner and/or project team. Travel Arrangement • Coordinate travel and accommodation, book cars, rail tickets, etc. • Coordinate with mobility and HC to obtain relevant business visas/work permits • Develop understanding of Partner scheduling and travel preferences • Coordinate travel efficiently by grouping client meetings where possible ("you're in Paris to see XYZ Company, shall I try to set up a meeting with X Company because we haven't spoken to them for three months") Daily administration • Manage documents and project deliverables when requested • Notify staffing and Practice EAs of extensions/re-negotiations • Manage storage or disposal of confidential client information • Act as central point of contact for all assigned Partner administrative needs, liaise with other support departments as necessary Timesheet and Expense Reporting • Prepare monthly timesheets for each assigned Partners • Prepare all expense reports and/or delegate to a team assistant when necessary • Request Purchase Orders (POs) as needed for relevant project teams Team Support • Provide coverage for EAs who are out of the office to ensure seamless support to Principals/Partners • 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 • Provide training and support to new EAs • Participate in team meetings and projects with an eye to improving processes and the overall performance of the EA team

Requirements

• At least three years’ experience of working in a similar role.
• Experience in financial services, management consultancy and/or a professional services environment plus
• Technical Skills
• Advanced Word, PowerPoint, and Outlook skills, comfortable Excel skills
• Creative problem solving
• Knowledge of CRM systems (Microsoft Dynamics), Google Drive and SharePoint, a plus but not necessary
• English and Arabic – required.
• Positive and proactive while still be collaborative
• Highly organized and detail-oriented, yet operates well within a team, as well as independently
• Professional, tactful and able to engage with colleagues at all levels in the firm
• Problem solver – able to work with other teams and staff members effectively to reach a viable solution and goal
• Strong service focus – dedicated to meeting the expectations of all staff through securing effective relationships with clients and executing deliverables to the highest standards.
• Excellent communicator and negotiator – able to deal effectively with people at all levels across a multicultural environment
• Maturity, poise and judgment
• Ability to maintain and respect confidentiality
• Ability to think strategically and contribute to development of departmental model
• One who takes constructive feedback in stride and incorporates feedback quickly
• Ability to manage a heavy work volume and meet deadlines in an extremely fast paced environment
• Ability to undertake projects and produce quality and timely results
• Self-starter, strong initiative, confidence and ability to work with little guidance
• Collaborative team player
• Positive attitude, sense of fun: is collegial and friendly
• Ability to juggle several tasks at once, to prioritize and manage own time - Not a clock watcher or someone who is unwilling to step outside their job description
• Methodical, organized and excellent attention to detail
• Flexible attitude

Skills