Assistant - International Professional Services Firm

Job description / Role

This is an exciting opportunity to work for an international professional services firm as an Assistant. You will provide high quality support to the managers ensuring their case team processes and day-to-day lives run smoothly.

Role summary
• To provide administrative support to Associate Partners & Senior Managers, and where necessary, additional administrative support to their teams.
• Manager assistance
• Case team co-ordination
• Other ad hoc secretaries duties

Key Responsibilities and Activities:

Manager assistance
• Successfully manage busy and ever evolving diaries, proactively managing when schedules change.
• Re-scheduling complex meeting and travel itineraries often at short notice.
• Extensive internal and external meeting scheduling; building and maintaining strong working relationships with key client contacts.
• Working with our travel company to co-ordinate sophisticated travel itineraries and administering the timely procurement of visas and other travel documentation.
• Proactively pre-empting travel plans.
• Proactively assist managers in relationship building efforts by knowing who their priority contacts and companies are and setting up regular check-ins to create and maintain a relationship management plan for these priorities
• Employ best practices when accessing the CRM and digital mailing system, including timely and accurate creation/updating of contact information, according to global data standards and active management of manager mailing lists
• Serves as CRM champion, educating managers on best practices, assisting newer MAs and providing feedback to Local CRM Administrator (LCA)
• Providing logistical and technical support for all meetings, conferences and workshops, using PowerPoint, Word, Excel and online research.
• Processing time and expense submissions.
• Managing complex expenses; running bank statement reconciliation and processing foreign currency receipts in an accurate and timely manner.
• Extensive liaison within the office with other managers, Assistants, EAs and all other departments
• All case team administration, including contact management and meeting scheduling
• Attendance at case team ‘kick-off’ meetings, and where appropriate, other case team meetings during the case
• Organising case team events, sourcing venues and activities
• Provide graphics support: creation of basic presentations and amending existing presentations

Additional activities
• Provide support and cover for other EAs/MAs
• Involvement in internal office-wide projects
• Reception coverage as needed and assigned

Requirements

Personal Attributes:
• This role will suit an intelligent and ambitious individual. It should be seen as an opportunity to develop your skills in a dynamic, entrepreneurial professional environment.
• The role will provide many learning opportunities for a hardworking team player that is motivated by consistently achieving high standards.
• Exceptional organisation, prioritisation and time management skills
• “Can do!” mentality, willingness to get involved in a variety of projects and activities
• Flexible attitude and team approach
• Efficient and accurate
• Excellent communication and listening skills
• Enthusiastic, dedicated, hardworking and committed
• A desire to learn and develop
• Pleasant, calm and diplomatic, even when under pressure
• Good sense of humour, outgoing and fun to work with
• An interest in the substance and commercial impact of Bain’s work
• 100% commitment to the role and the company

Qualifications

Essential
• Computer literate; proficient in using Microsoft Outlook, Word and Internet
• Experience of working in a demanding environment, preferably professional services
• At least two years administrative experience which must have involved supporting multiple people within an administrative capacity
• High level of written and spoken English

Desired
• Knowledge and understanding of PowerPoint and Excel
• Other interests which would bring benefit to the company as a whole
• Arabic speaking, reading and writing (ability to write professional letters in Arabic)

Hours
• 9am-6pm Sunday to Thursday although a reasonable amount of flexibility is required.

About the Company

MENA Recruit came to fruition in response to a growing need for international legal talent in London and Dubai. Its initial focus began in the Legal sector, evolving as a service provider for other sectors such as Administration, Marketing, Business Development, HR, IT, Finance and C-Suite positions.

Over the last two decades, with roots firmly planted in the Middle East and operations expanding into the APAC region, MENA Recruit has gained intuitive industry knowledge and expertise. With its unique, people-focused approach, the firm has yielded competitive advantage for its clients and rewarding careers for the professionals it has supported throughout the years.

The company is dedicated to delivering the highest quality of talent and service to its clients while working tenaciously towards helping them achieve higher retention rates. For this reason, MENA Recruit is considered by both candidates and clients as a consultant in the truest sense of the word, offering guidance to both people and organizations on how to adapt to the constant change in market conditions and how to anticipate present and future challenges.

Presently, MENA Recruit provides services to organizations and professionals in the United Arab Emirates, Saudi Arabia, Bahrain, Oman, Qatar, Kuwait, Singapore, Hong Kong, Australia, and the United Kingdom.

With such an extensive global reach, strong brand value, decades of expertise, and an innovative approach towards business challenges, it’s clear why MENA Recruit is the partner of choice for both in-house recruiters and candidates internationally.