Executive Assistant

5 days ago

Doha, Baladīyat ad Dawḩah, Qatar MENA Recruit Pty Ltd Full time
The Company
The company is recognised as one of the top international management consultancy firms. We assist major corporations worldwide with strategy formulation, acquisitions organisational design and performance improvement.
The Role
To provide comprehensive administrative, secretarial and organisational support to an allocated Partner within the Company;

Key Tasks and Responsibilities
  1. Successfully manage a hectic and ever-evolving diary, proactively predicting when schedules are likely to change and making adjustments where necessary. Ensure all participants are fully informed of all changes. Re-scheduling complex meetings and travel itineraries at short notice.
  2. Coordinate sophisticated travel itineraries and administering the timely procurement of visas and other travel documentation. Providing detailed travel itineraries and ensuring that relevant business material pertaining to each trip is collated and presented well ahead of time.
  3. Prioritise and edit all incoming communication, composing responses or redirecting as appropriate, alerting where further action is required and prompting when due. Email, voicemail and telephone calls are used extensively to plan and manage the workload, and it may be necessary to screen all incoming communications, and proactively deal with questions and information requests.
  4. Build and maintain co-operative relationships with clients and colleagues of all levels both internally and externally. Prudently handling confidential and highly sensitive information on a regular basis and acting as a discreet sounding board for the Partner, and other colleagues.
  5. Proactively manage the Partner's client development efforts, including building relationships to get to that important first meeting and beyond, coordinating preparatory meetings and lunches, dinners and events.
  6. Proactively manage the Partner's marketing activities, including assisting the Partner with their Personal Marketing Plans, liaising with the Marketing department.
  7. Update the Bain client tracking database fully with all actions, events and updates, including regular updating of client contacts and activities.
  8. Have the ability to create/amend PowerPoint presentation decks, for client presentations and internal meetings.
  9. Assist with personal work as required.
  10. During regular communication updates provide overview on diary appointments, etc.; the managing of their "to do" lists and generally being proactive in thinking about what you can take on in order to leverage their time.
  11. Be capable of organising small events.
  12. Collaborate with other Executive Assistants to provide phone coverage, work coverage and general team support.
  13. Reception coverage as needed and assigned.
  14. Flexibility, there may be a need for Partner to call EA outside office hours.
  15. Manage expenses and timesheets on a monthly basis.
Personal Attributes
  • Flexible and positive attitude.
  • Team player.
  • Proficient communication, organization and time management skills.
  • "Can Do" mentality and positive attitude.
  • Meticulously detail focused.
  • Diplomatic, efficient and accurate, with excellent communication and listening skills.
  • Able to work on own initiative – and be proactive.
  • Enthusiastic, dedicated, hard working.
  • Pleasant and calm to work with, even when under pressure.
  • An interest in the substance and commercial impact of Bain's work.
  • Discreet and loyal.
  • Professional approach at all times.
  • Confident and friendly when communicating with people of all levels.
  • Ability to work independently and as an integral member of various teams.
  • Ability to meet deadlines, prioritize assignments, juggle multiple tasks simultaneously and deal with highly confidential information.
  • Strong customer service focus.
Qualifications
Essential
  1. School diploma or higher, Bachelors degree is not essential but preferred. Qualifications will be dependent on age and number of years experience.
  2. A minimum of five years direct executive secretarial experience in either a multinational company, professional services firm or holding an executive level position within a bank (EVP or higher).
  3. Excellent communication skills both verbally and written in English, French speaking is a bonus but not essential.
  4. Computer literate; extensive prior experience and at an advanced level in using Microsoft Word, Outlook and the Intranet, and at an intermediate level using Excel and PowerPoint.
Hours:
9am-6pm from Sunday to Thursday although flexibility is required on the hours worked.
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