PA for Private Company in DIFC -Dubai

Our client, a multinational company has recently set up a liaison office in Dubai¡¯s DIFC district.  They are immediately looking to recruit an experienced Personal Assistant for their CEO. 

Requirements:

• Degree/ Diploma in Business Administration or equivalent
• 5-7 Years experience in similar role
• Flexible in terms of working hours
• Organised, proactive and able to work efficiently off own initiative
• Must have UAE driving license
• Confident and well spoken with good communications skills
• Fluency in written and spoken as a first language is a English
• Computer literacy: Knowledge and fluency in MS Office in essential

Responsibilities:

• Extensive and complex travel planning
• Diary Management
• Liasing with HNW¡¯s
• Dealing with administration & correspondence on behalf of CEO
• Organising and attending meetings
• Producing documents, briefing papers, reports and presentations
• Dealing with incoming email, faxes and post
• Screening telephone calls, enquiries and requests, and handling them when appropriate
• Maintain smooth running of DIFC office
• Dealing with issues regarding household and family of CEO
• Dealing with day-to-day HR matters

•  CFA or CPA
• 4~6 years experience in similar role
• Hands on experience dealings with brokers
• Research and trading skills in equities, bonds, forex and other investment instruments
• Hand-on exposures in local market
• Strong analytical and communication skills
• Knowledgable in investment concepts and philosophy

Our client, a large consultancy firm, are looking to hire an Executive Assistant for their Dubai office.  The person should have the below criteria:

Person specification:

• Excellent verbal and written communication skills and able to deal with people at all levels across a multicultural environment.
• At least three years¡¯ experience of working at partner level. Experience in financial services, management consultancy and/or a similar industry would also be an advantage but is not a necessity.
• Able to act as a point of contact for all clients and infrastructure departments on behalf of assigned partners and to prioritise and manage the partner¡¯s time accordingly.
• Team player who has experience of and has enjoyed working as part of a team.
• Service focused ¨C dedicated to meeting the expectations of all staff through securing effective relationships with clients and executing deliverables to the highest standards.
• Ability to multitask, prioritise and manage one's own time. Not a clock watcher or someone who is unwilling to step outside the job description.
• Self starter who has an appetite for learning and is driven to excel and grow.
• 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 maintain and respect confidentiality.
• Sense of humour.
• Attention to detail and stickler for accuracy.
• Flexible attitude, hard-working and results driven.
• Finally, we are looking for someone who will be committed to the company and add to the life and culture of the company.

Technical skills:

• Good Word, PowerPoint and Excel skills.
• Working knowledge of Microsoft Outlook.
• Knowledge of CRM systems (Microsoft Dynamics), a plus but not necessary.
• Solid educational background.
• Touch typing speed of 50-60 wpm. A formal typing qualification would be useful, but not a necessity.

Key tasks:

Daily administration

• Maintain diaries for partners, scheduling internal and external meetings, conference calls, video conferences communicating with clients and infrastructure staff as appropriate.
• Proactively spot opportunities to add marginal internal meetings; interviews, staff meetings, etc.
• Coordinate travel and accommodation, book cars, rail tickets, etc.
  Prepare letters, proposals and other documents using company formatting styles.
• Prepare timesheets and expense reports.
• Assist with greeting clients, booking and setting up meeting rooms and organising catering.
• Assist in organisation of partner files and offices.

Client development:

• Maintain/update current list of contacts and business activities in address book and CRM (Microsoft Dynamics) database.
• Track and maintain sales activity/pipeline (e.g. who we have called upon, how far the discussions have progressed, what we have promised by when, and follow-up with partners as necessary).
• Proactively spot clients that have not been called upon and/or who need follow-up; arrange meetings accordingly.
• Coordinate travel efficiently by grouping client meetings where possible
• Understand partner¡¯s key client and sales goals, work to support them. Push partner¡¯s marketing goals forward (e.g. chasing up the partner and client appropriately).
• Develop excellent rapport with client assistants to further develop the client relationship.
• Become familiar with the domain themes and company ¡®products¡¯ to develop confidence in setting up meetings with clients.

Offices services management

• Assist in answering main office telephone lines.
• Assist with post, booking couriers and meeting room and desk booking requests.
• Liaison with local corporate travel management company and ascertain insurance requirements.
• Day-to-day coordination of Dubai Office Services needs, including ordering office supplies and calling for equipment maintenance.
• Liaising with other support functions such as HC, Finance, IT, Production and Legal as appropriate to fulfil common goals such as, but not limited to, Firm event coordination, general recruitment coordination and interview scheduling, inductions for new hires, general IT requests, etc.
• Liaising with local Office Manager and support staff as necessary to ensure shared services are delivered effectively for Dubai team. Services include conference facilities, reception, mailroom, reprographics, security and cleaning.
• Arranging space planning, moves and in house changes.
• Local Business Resiliency coordination
• Work with HC to assist with on boarding new employees
• Maintenance of local Office Services guide and implementation of departmental and firm policies.

Document production support:

• Assist with the creating and editing of documents for client projects, marketing and other internal presentations using company documents templates and formats.
• Printing and binding documents.
• Proof read documents, checking for accuracy and quality.
• Work in conjunction with the Global Production Department to ensure that all documents have been completed according to the appropriate processes and within the required deadline.
• Search for existing documents on the local server.
• Marketing support for local market
• Support all mass mailings to clients and marketing communication activities to ensure data is regularly updated and accurate in the Microsoft Dynamics database and the appropriate follow-up is completed.
• Work with the Marketing Department to track partner activities against the marketing plan and ensuing delivery of the plan according to agreed time frame.
• Coordinate local Public Relations and Marketing conferences and events.
• Provide local marketing administrative support.

Key finance functions:

• Accounts payable: Ensure all invoices are approved in accordance with guidelines before submission to Finance for payment.
• Billing/invoicing: Coordinate with local Project and Billing Coordinator to ensure that all invoices are approved by local partners and sent to client in a timely manner.
• Follow up with clients with outstanding invoices and other issues.
• Coordinate with local and regional Finance.
• Taxes: Assist Controller/Tax Department and Treasury Department with local and regional tax issues.
• T&E processing: Ensure all receipts and approvals are in place before sending to Finance for payment.
• Other: Maintain filing for all original documentation.

• Cover other EA roles when necessary, due to vacation, illness, work overload, etc.
• Train new EAs as necessary.
• Be a proactive team player; offer assistance when you have down time.
• Liaising and building relationships with the hub office EAs
• Participate in team meetings and projects with an eye to improving processes and the overall performance of the EA team.

Responsibilities:

¡¤         EA/Secretarial support to MD and Board of Directors ¨C agenda management, meeting minutes and distribution, follow-up of actions etc

¡¤         Support Managing Directors in the preparation/review of documents and presentations (which could be internal, client or investor related)

¡¤         Complex international travel arrangements (flights, hotels, transfers, visa¡¯s etc.)

¡¤         Management of business and social diary

¡¤         Maintenance of business and personal filing system

¡¤         Responsible for administration of personal effects including, houses, cars, school fee's, family travel etc.

¡¤         Expense preparation, submission and tracking

¡¤         Management of personal errands if and when necessary

¡¤         Ensuring all necessary arrangements for Directors Meetings, Board Meetings etc whether internal or with external clients

¡¤         Visitors ¨C co-ordination of VIP visitor schedules, making all necessary arrangements e.g. Flights, transfers, hotels, access to office etc.

¡¤         Assisting with office related matters

Experience /Knowledge:

¡¤         Minimum 5+ years EA experience at a Executive Level

¡¤         Previous experience in a professional services environment, preferably telecommunications or financial services; ideally multi-national company with international exposure

¡¤         Relevant university degree, preferably Business Administration (BS or similar)

¡¤         Previous experience or proven familiarity of technical/business terms relating to the telecom¡¯s and/or financial industry

¡¤         Professional level knowledge of MS Office ¨C Outlook, Word, Excel, PowerPoint and internet

¡¤         Ability to quickly assimilate business/technical terms and represent correctly within context when producing documentation

¡¤         Speed/audio typing and shorthand essential

¡¤         Proven skills - meeting facilitation, minutes, typing business correspondence etc

¡¤         Excellent professional written and verbal communication in English. Arabic (or other) an advantage

¡¤         Ability to work proactively whilst also taking advice and direction from direct supervisor and members of the Directors Group

¡¤         Ability to interact with other members of the business as well as external parties

¡¤         Must be able to multi-task effectively and yet provide a good service

¡¤         Ability to cope with  aggressive deadlines and work under pressure

Personal Attributes:

¡¤         Highly organized and meticulous

¡¤         Proactive, dedicated to meeting deadlines and able to manage stress if necessary

¡¤         Resourceful and willing to actively develop knowledge of the business

¡¤         Smart appearance, well-presented and professional at all times.

¡¤         Possess mature demeanour and positive attitude as well as discretion and sensitivity when dealing with the Director Group

¡¤         Possess cultural awareness and sensitivity

¡¤         Willingness to commit to/align with company culture and values

We are currently looking to fill an Associate position for our client.  You must be a graduate from a well known university and have a minimum of 4-5 years experience in management consulting firms, banking or with a telecom operator.

The role will require you to provide support to senior team members on generating hypotheses, designing data gathering processes and developing approaches for analytical tools or methods. Associates take the ownership of quality deliverables by making sure issues are identified and actions taken, escalating major issues to the senior team members, when necessary.

Candidates with experience working within the UAE or MENA regions will have an added advantage.

Senior Associate - Dubai

We are on the look out for two Senior Associates with experience in the field of telecoms, media or technology. 

Candidates must be graduates with significant relevant professional experience and/or an MBA from one of the leading global business schools. You will be expected to perform end-to-end analysis and take responsibility for entire modules within the assignment, including close collaboration with client teams. Candidates may have a very diverse background, have demonstrated superior performance in their careers to date, often in management consulting, banking or telecoms operations.

Candidates must be fluent (both written and spoken) in English, with Arabic, French, Italian and Spanish seen as plus points. 

Ideally you would have visited the UAE previously.