Executive Assistant/Office Manager - Dubai

Job Purpose
The overall purpose of the job is to fully support one senior individual in
being as effective as possible in developing, managing and delivering to their
client relationships. The role will provide dedicated Executive Assistant
support to this individual as well as administrative support to the wider
team, covering:
* supporting the individuals in being as effective as possible in developing, managing and leveraging their client relationships, such as managing contacts, building relationships with key client's EAs, maintaining the internal CRM data and co-ordinating involvement in and planning of marketing
* dedicated support on diary and inbox management as well as prioritisation
* providing team and administrative support on matters such as booking travel and completing expense claims

Person Specification
* Track record of providing effective and proactive support for senior managers
* Must have experience of financial services or professional services, strong preference for private equity, asset manager or fund placement experience
* Excellent communication and interpersonal skills. Experience of interacting and corresponding with a wide range of people, including senior management and across time zones and geographies
* Team player with a high level of integrity, a positive "can-do" attitude and an eagerness to learn
* Highly organised and efficient self-starter, able to multitask and prioritise own workload
* Works well under pressure and to tight deadlines as required
* Delivers to a very high quality with strong attention to detail and willingness 'to go the extra mile'
* Good commercial awareness
* Must be fluent in written and oral English, additional languages are a benefit (particularly Arabic)
* Good working knowledge of MS Office applications, particularly PowerPoint and Outlook, and experience of using Customer Relationship Management systems

Job Description
* Support on Client Relationship Development Client relationship management
* Build understanding of key GPs, LPs and other contacts
* Develop strong relationships with EAs of key contacts
* Support customer on-boarding process
* Assess and draft proposed distribution lists for marketing initiatives/ events Relationship/ market building
* Develop a plan / calendar of activities to build/ maintain relationships with industry contacts
* Manage follow up actions/ task lists / next steps
* Co-ordinate involvement in wider marketing opportunities e.g. conferences, media interviews, industry thought pieces etc.
* Managing workload & tracking against targets
* Support prioritisation of workload and allocation of time
* Manage to-do lists/completion of key actions and 'next steps'
* Co-ordinate requirements & feedback to/ from other team members
* Update/ maintain background info on clients and contacts
* Prepare i-notes
* Enter & maintain contact details on CRM
* Undertake background research and prepare briefings & supporting material
* Prepare agenda, meeting papers and items to be covered
* Produce high quality documents, proposals, reports and presentations Diary & inbox management Diary/ time management
* Book meetings/ calls, arrange and confirm necessary logistics
* Ensure effective overall allocation of time, with allowance for travel/ downtime etc.
* Resolve diary conflicts
* Know where individual is throughout day and ensure at meetings on time
* Complete weekly staff tracker
* Coordinating meetings and conference calls (internal & external), including ensuring meetings are confirmed and that all parties are aware of logistics; Inbox management
* Ensure inbox is kept up to date and mange/ file email correspondence
* Screen e-mails, flag items requiring urgent action and progress actions where appropriate
* Develop knowledge to be able to revert to specific emails
* Prepare draft emails Team & administrative support Travel
* Book all travel arrangements and add details to diary
* Ensure compliance with Visa requirements
* Prepare and print itinerary and other travel documents
* Ensure comply with firm policies Expenses
* Process expense claims
* Ensure comply with firm policies Document management
* Process, manage and file documentation and correspondence
* Ensure compliance with document retention policies Other Office & wider EA support
* Supporting wider office activities
* Ensure the smooth running of the office

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