Bilingual Executive Assistant to Partners – Hybrid

Description :

Oliver Wyman is now looking to recruit an Executive Assistant to join our Middle East office and be part of our IMEA (India Middle East Africa) team!

The role will be based out of Abu Dhabi office.

Job Overview :

The provision of a bilingual (English / Arabic) executive level administrative support to 1-3 Partner level consultants.

Key Responsibilities :

Business Development :

Build relationships with clients and clients EAs

Understand the business goals and objectives of each supported Partner and help to push them forward proactively

Lead the administrative support of RFPs / tender responses

Maintain and update current list of contacts and business activities in CRM database

Track and maintain sales activity / pipeline with each Partner

Proactively spot clients that haven’t been called upon and / or who need follow up

Execute requested follow-up calls for client mailings

Assist the Marketing Department with the co-ordination of customized mailings

Prepare letters, proposals and other documents using Oliver Wyman formatting styles

Calendaring :

Maintain diaries for Partners, scheduling internal and external meetings, communicating with clients and infrastructure staff as appropriate

Proactively spot opportunities to add internal and external meetings; interviews, staff meetings, follow up

Assist with scheduling for complex projects as requested by the Partner and / or project team

Travel Arrangement :

Coordinate travel and accommodation, book cars, rail tickets, etc.

Coordinate with mobility and HC to obtain relevant business visas / work permits

Develop understanding of Partner scheduling and travel preferences

Coordinate travel efficiently by grouping client meetings where possible ("you're in Paris to see XYZ Company, shall I try to set up a meeting with X Company because we haven't spoken to them for three months")

Daily administration :

Manage documents and project deliverables when requested

Notify staffing and Practice EAs of extensions / re-negotiations

Manage storage or disposal of confidential client information

Act as central point of contact for all assigned Partner administrative needs, liaise with other support departments as necessary

Timesheet and Expense Reporting :

Prepare monthly timesheets for each assigned Partners

Prepare all expense reports and / or delegate to a team assistant when necessary

Request Purchase Orders (POs) as needed for relevant project teams

Team Support :

Provide coverage for EAs who are out of the office to ensure seamless support to Principals / Partners

Provide short-term coverage for Principals / Partners who may be in the midst of an EA assignment transition or who are new to the Firm

Provide training and support to new EAs

Participate in team meetings and projects with an eye to improving processes and the overall performance of the EA team

Experience Required :

At least three years’ experience at working in a similar role.

Experience in financial services, management consultancy and / or a professional services environment a plus

Technical Skills :

Advanced Word, PowerPoint, and Outlook skills, comfortable Excel skills

Creative problem solving

Knowledge of CRM systems (Microsoft Dynamics), Google Drive and SharePoint, a plus but not necessary

English and Arabic – required

Skills and Attributes :

Positive and proactive while still be collaborative

Highly organized and detail-oriented, yet operates well within a team, as well as independently

Professional, tactful and able to engage with colleagues at all levels in the firm

Problem solver – able to work with other teams and staff members effectively to reach a viable solution and goal

Strong service focus – dedicated to meeting the expectations of all staff through securing effective relationships with clients and executing deliverables to the highest standards.

Excellent communicator and negotiator – able to deal effectively with people at all levels across a multicultural environment

Maturity, poise and judgment

Ability to maintain and respect confidentiality

Ability to think strategically and contribute to development of departmental model

One who takes constructive feedback in stride and incorporates feedback quickly

Ability to…