Executive Assistant

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

This position will be reporting to the Office Manager.

Primary duties and responsibilities

Diary management

• Extensive management of on-line diaries, booking appointments and arranging meetings, updates as required

Ensure Executive get to meetings on time with appropriate documentation

• Acting as back up in managing other Executives and Principals diaries when their EAs are not available 

Call management

• Handling and screening calls for Executive/s
• Taking and passing messages to Executive/s in a timely manner
• Organizing conference calls as needed and maintaining call record for accounts purposes

Email management

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

Appraisal management

• Organizing interview times as part of Strategy& appraisal system for Executive/s at appraisal time
• Travel Booking

• Organizing business travel and accommodation bookings for Executive/s and occasionally for other client staff on related projects

Expenses and Timesheets

• Coordinating and preparing monthly expenses claims and fortnightly timesheet submissions for Executive and own expenses and timesheets by due dates

Medical expenses

Coordination of reimbursement of medical expenses for Executive/s and their families as part of the executive health scheme

Meetings

• If in the office, organizing boardroom bookings and refreshments
• If external meeting, organizing all logistics

Client relationships

• Maintain and build good working relationships with Executive/s clients and their assistants via phone and email communication

Executive and Principal general admin

• Proofreading and finalizing of documents when required i.e. presentations, proposals, letters
• General filing
• Assisting Executive/s client team in copying of documents if needed
• Client database management and marketing assistance when needed. Keeping Executive/s own contacts databases up to date

Other

• Assisting other EAs during busy periods
• Provide reception cover on an ad-hoc basis
• Assisting with the organization of Strategy& events as needed including dinners and outside events

Knowledge, skills, and abilities

Qualifications:

University degree

Minimum of 3 year experience in a PA/EA role

Experience with a professional services firm preferred

Skills:

• Intermediate to advanced level on Excel, Word and PowerPoint
• Ability to use Microsoft Outlook
• Must possess good keyboard skills (a minimum of 30 wpm)
• 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