BCG Digital Ventures Hiring for Executive & Venture Team Assistant (Temporary Role 12 Months) Job at Dubai Full Time

We are looking for an Executive & Venture Team Assistant (Temporary Role 12 Months) who will provide exceptional executive administrative support for a team of BCG X. Ventures Partners and Directors, taking full responsibility for the maintenance of a demanding schedule, in addition to supporting BCG X. Ventures teams and business development activities in the region.

As you are helping us set up BCG X. Ventures’ presence in the Middle East, you will work at the highest standard consistently and represent X Ventures to all internal and external contacts in a manner consistent with X Ventures’ guiding principles and values.

In this role you will:

• Understand Partners and Directors priorities and strategies to optimize their efforts and time commitments as part of their overall business development strategy.
• Coordinate venture teams meetings and keep the calendars of venture teams up to date.
• Process correspondence between corporate partners and venture team staff, and keep track of important milestones, deadlines, timesheets and documentation and proactively offer solutions that enable the venture team staff to concentrate on the core work of the venture.
• Manage the on- and offboarding of venture team members through adhering to X Ventures’ security standards, in collaboration with the IT team.
• Assists with venture related challenges, such as coordinating ethnographic research.
• Apply throughout leadership to manage highly complex calendars and political sensitivities to schedule client meetings.
• Proactively manage point-to-point travel, identify conflicts, and resolve competing priorities.
• Develop strong working relationships with external clients, their assistants as well to facilitate the information flow and scheduling process.
• Develop strong working relationships with venture team members to facilitate information flow and scheduling process.
• Build upon existing relationships with BCG Middle East BST and BCG X. Ventures EMESA Operations teams (especially Executive Assistants and Venture Team Assistants) at all levels acting as a point of contact for the BCG X. Ventures Middle East EA team.
• Assist with other projects aligned with the Executives objectives.
• Identify and proactively manage conflicts appropriately; offer & guidance to others for complex issues which impact the DV Middle East team.
• Preparing administrative documents (copying and book binding), liaising with clients to arrange pitch meetings, coordination of proposal team and other internal stakeholders and invoicing.
• Provide production support as required, including slide generation, graphics, proofreading and editing in co-operation with the DV Communication Design team.
• Provide back-up assistance to other BCG X. Ventures assistants as required for vacation/training cover.
• Provide administrative support to PA events: prepare invitation mailings, manage responses, arrange catering, venues and assist on the ground support.
• Coordinate internal and external meetings, arrange video calls, reserve conference rooms, organize catering.
• Organize and maintain online systems for PA.
• Prepare weekly timesheet and expense reports.
• Supported Executives and venture teams may be located in several offices within the Middle East (primarily Dubai, Riyadh), therefore some level of travel in the Middle East is also expected.

Additional areas of responsibility, including but not limited to:

• Owning and managing projects, as directed by the BCG X. Ventures Operations Manager to deliver new initiatives.
• Working alongside Operations Manager in achieving key actions and wider Venture Operations goals.
• Consistent high-level support of a minimum of 3 Executives.

You should have:

• Knowledge and experience of the Middle East and local practices.
• Bachelor’s degree or other relevant education is a plus.
• At least 2+ years of administrative support experience.
• Proficient computer skills: Word, Excel, PowerPoint, Outlook, Google G Suite.
• Ability to respect all BCG and X. Ventures information as personal and confidential.
• Willingness to work overtime on projects and tasks when required.

Additional desired competencies:

• Strong service orientation, flexibility with the ability to work independently and taking initiative.
• Excellent organizational skills, habits and superior attention to detail, while being able to react and adjust to new events quickly
• Ability to multi-task and complete a variety of projects in a fast-paced environment