Executive Assistant

4 weeks ago

Dubai, Dubai, United Arab Emirates Alvarez and Marsal Full time

Description

Company Overview

Alvarez & Marsal (A&M) is a global professional services firm specializing in turnaround and interim management, performance improvement and business advisory services. A&M delivers specialist operational, consulting and industry expertise to management and investors seeking to accelerate performance, overcome challenges and maximize value across the corporate and investment lifecycles. Founded in 1983, the firm is known for its distinctive restructuring heritage, hands-on approach and relentless focus on execution and results.

A&M Culture

A&M is a fast-paced environment with a highly dynamic culture which emphasizes diversity and inclusion. We empower, coach and mentor our people and endorse meritocracy to develop skilled consultants who will grow with A&M to deliver tangible results and build long-lasting relationships, internally and externally. Our entrepreneurial culture celebrates independent thinkers and doers who positively impact our clients and shape our industry.

The collaborative, supportive environment and engaging work—guided by A&M's core values of Integrity, Quality, Objectivity, Fun, Personal Reward and Inclusive Diversity—are the main reasons our people love working at A&M.

Inclusive Diversity runs through how we recruit, develop employees, conduct business, support clients, and partner with vendors. It is the A&M way.

The Role

We are looking for an experienced EA in our office in DIFC, Dubai. We are looking for someone who remains calm, on top of their workload, and always enjoys working in a team environment. You will work closely with other EAs to ensure the smooth running of a department and the company, including helping during times of high workload and covering annual leave and absences. The ideal candidate will ideally have prior experience within the professional services industry and is looking for a challenging role in a dynamic, entrepreneurial and highly professional company. The right candidate will have experience dealing with busy professionals and tight deadlines; extensive diary and timesheet management; being one step ahead of their team's needs and understand the importance of building relationships with clients and their teams.

This is not a straightforward 9-6 role and you must be versatile and willing to be flexible. The role requires someone who is proactive, extremely personable, friendly and confident.

This is a fantastic job for someone who is hands on and likes a busy, rewarding and challenging role, in a fun and friendly environment. You must have experience supporting senior executives, excellent communications and organisation skills, attention to detail and be used to working under pressure.

Responsibilities include but not limited to the three domains:

Secretarial

  • Monitor emails and responding on behalf of Managing Directors;
  • Scheduling and organising meetings, breakfast, lunches and dinners;
  • Preparing minutes in meetings and following up on actions;
  • Provide contributions in internal meetings;
  • Post handling;
  • Coordinating travel plans and itineraries;
  • Setting up conference calls;
  • Maintaining and coordinating calendars;
  • Maintaining team holiday calendar;
  • Meeting and greeting clients and other visitors;
  • Booking meeting rooms;
  • Manage confidential information;
  • Progression of expenses on Concur;
  • Timesheet management;
  • Archiving – client confidentiality;
  • Coordinating internal and external client meetings from a virtual and in person perspective;
  • Scanning, binding and printing;
  • Assisting and supporting onboarding new joiners within the team;
  • Providing support for other EAs when required;
  • Collaborate with other EAs across A&M and the wider corporate support teams, including HR, Facilities, Finance and IT to ensure a smooth running of the team, and
  • Act as a main point of contact for your team.

Business development and reporting

  • Coordinating various internal and external offsite marketing events and attend when required;
  • Assist with coordination of virtual conferences using MS Teams and Zoom;
  • Source venue, speakers, material, all logistics;
  • Follow up action plan and correspond with clients;
  • Preparing documentation and PowerPoint presentations;
  • Update contact databases;
  • Track Executive sales activities and report on Salesforce;
  • Produce Salesforce reports;
  • Unloading and maintaining pipeline in Salesforce;
  • Being a Salesforce administrator on behalf of your Managing Directors, and
  • Preparing team communications and social events.

Sales Operations

  • Invoices and billing support in coordination with central teams;
  • Conflict checks, anti-money laundering coordination;
  • Administration of onboarding of new clients;
  • New project set up and liaising with the billing coordinator team, and
  • Printing reports and dashboards.

The Requirements

To be considered, you must possess:

  • Excellent oral and written communication skills;
  • Arabic language skills are strongly desirable but not essential;
  • Must have high level of interpersonal skills to handle sensitive and confidential information at maximum discretion;
  • Must be able to interact and communicate with all levels of the organization;
  • Experience working with senior individuals;
  • Ability to multi-task in a fast-paced environment; constantly prioritise/ reassess tasks;
  • Must be proficient with a variety of computer software applications in word processing, spreadsheets, database and presentation software specifically, MS Word, Excel, PowerPoint, Outlook and various other internet applications;
  • Experience with Agresso, Salesforce, Concur, Zoom and MS teams;
  • Must be organised and detail orientated;
  • Ability to work independently and within a team, and
  • Ability to be pro-active and involved in executive business dealings.

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