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Executive Assistant Float

Company Name: Boston Consulting Group
Employment Type:Full Time
Location: Dubai
Experience: 4-5 years
Degree: Bachelor
Nationality: Any
No. Of Vacancies:1
Job Description:
As a dynamic, driven Executive Assistant Float (EA), you will provide executive administrative support on an ad-hoc basis, or a temporary basis, for a team of Managing Directors and Partner (s) and/or Partner (s) taking full responsibility for the maintenance of a demanding schedule, as well as supporting with our RfP process, specifically managing our leads.

Your role will consist of covering MDP & Partners, with multiple support at a time and you will also provide support and coverage to our two internal functions, Proposals and ClientView. Represent BCG to all internal and external contacts in a manner consistent with BCG’s value statement. Full training will be supplied, and you will be fully trained on supporting RFP’s.

While consultants spend most of their time at the client site, back here at home office, the Administrative Services Team consists of a group of smart, team-oriented people that will surround you. EAs actively participate in office life, are flexible and willing to help fellow team members, and collaborate across functions.

Primarily providing vacation cover, or last-minute sick cover, to other Executive Assistants which entails the following:
o Managing and maintaining busy outlook calendars highlighting potential conflicts, inputting travel data, conference calls, meetings etc.
o Developing working relationships with external clients and their assistants to facilitate the information flow and scheduling process
o Maintaining and developing working relationships with various BCG support staff members to maintain information flow and scheduling process
Responsible for back up support and cover to our internal functions Proposals and ClientView, which entails the following:
Responsible for owning the RfP process from start to finish by liaising with the consulting team and various departments, & meeting submission requirements and deadlines
Organizing and scheduling client and internal meetings and events; prepare logistics/equipment arrangements
Coordinating meetings, arranging conference calls, reserving conference rooms, organizing catering
Where appropriate preparing and circulating meeting agendas and materials, attend meetings, take, and distribute meeting notes, follow up on action items
Providing administrative support to PA events: prepare invitation mailings, manage responses, arrange catering, venues and on the ground support
Preparing weekly timesheets and expense reports
Maintain highest level of internal and external confidentiality

Strong service orientation:
o Maturity and flexibility to work both independently and in cooperation with others
o High level of self-motivation and initiative
o Willingness to exercise good judgment and make decisions based on logic and common sense
o Willingness to take on tasks as needed (i.e., one week provide admin support to MDP’s, and another week provide back up support to Proposals and/or ClientView)
Excellent organizational skills
o Ability to anticipate alternate solutions and be prepared with contingency plans as needed in a calm and efficient manner
o Superior attention to detail and accuracy
o Follow through/ownership of tasks to completion
o Willingness to consistently check and double-check all aspects of MDP/P schedule (including travel, client meeting preparations and materials)
o Arabic language skills are a positive
Ability to multi-task and complete a variety of projects in a fast-paced environment
Ability and willingness to work overtime on projects and tasks as required
Knowledge and experience of the Middle East and local practices
Proficient computer skills: Windows, Word, Excel, PowerPoint, Outlook
Organizational skills: ability to handle competing priorities and to work effectively in a challenging, fast-paced environment
Service oriented, flexible, attentive to detail team player
Ability to respect all BCG information as personal and confidential
Required a minimum of 4-5 years’ experience in a fast-paced environment supporting senior executives as an EA or PA.

You’ll be working within a close-knit team of Senior Executive Assistants, Executive Assistants and Admin Assistants reporting into one of the 5 Team Leaders. You’ll be supporting a team of Managing Directors and Partner (s) and/or Partners (s) whenever other administrative team members are out of the office, or our Proposals team need support. The team is very collaborative and enjoys learning and mentoring each other. Your manager will be a great resource for support and troubleshooting and will provide developmental guidance and support as your grow your career at BCG.