Senior Executive Assistant
MINDFREE Consulting | Insurance Talent Hub
- Dubai
- Permanent
- Full-time
- 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
- 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
- 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
- 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.)
- 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
- Coordinating the reimbursement of medical expenses for Executive/s and their dependants as part of the executive health scheme
- 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
- 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
- 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
- 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)
- 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