FTI Consulting, Inc Hiring for Office Coordinator | Strategy Consulting | Dubai Job at Dubai Full Time

The Team Assistant is a dual role, assisting the corporate services team, including reception, front of house, and support to the senior managing director(s) and/or managing director(s). Assisting the office manager & operations team, to ensure smooth running of the office.

Reception Duties:

• Answer, transfer, and forward all incoming phone calls. Take accurate telephone messages, ensuring they reach the recipient in a timely manner.
• Manage reception outlook inbox & calendar thoroughly, keeping changes up to date and sharing with office manager to ensure accurate information, problem solving, and arranging bookings when meetings overrun.
• Schedule meeting room requests and arrange refreshments and any additional AV equipment. Tidy up after meetings and ensure rooms are prepared for future meetings.
• Proactively attentive when it comes to meeting room schedule to avoid conflict of other staff who have booked rooms.
• Meet and greet all guests/visitors ensuring all are offered refreshments and escorted to the meeting room.
• For large meetings, trainings, find out the requirements from the meeting owner (catering/room set up).
• Keep reception, meeting rooms and other reception waiting areas orderly.
• Manage all incoming deliveries, ensuring they are dealt with promptly and correctly including faxes, parcels, and express courier packages.
• Preparing and arranging courier services (national and international)
• Conduct regular checks throughout the office and highlight any facilities issues to the office manager.

Responsibilities:

• Provide administrative support to assigned SMDs/MDs
• Arrange international travel arrangements (flights, hotels, transfers, visas etc…)
• Expense preparation, submission, and tracking
• Provide administrative support as and when needed to the office admin team
• Responsible for meetings with internal and external clients (lunches, presentations, liaison with IT, etc…)
• Assist with office-related matters, overall administrative assistance, including PA cover

Experience and skills:

• Previous experience in a professional services environment
• Minimum of three years experience in a similar position
• Associate’s level (or two year) degree or similar apprenticeship
• Excellent professional written and verbal communication in English
• Professional level knowledge of MS Office – Outlook, Word, Excel, PowerPoint
• Proven skills in typing and business correspondence
• Excellent planning and organizational skills
• Ability to prioritize and multi-task
• Able to cope well with time constraints and work under pressure
• Understand and manage multiple time zones

Personal Attributes :

• Organized and meticulous
• Proactive, dedicated to meeting deadlines and able to manage stress
• Resourceful and willing to actively develop knowledge of the business
• Smart appearance, well-presented and always professional
• Possesses mature demeanor and positive attitude, as well as discretion and sensitivity when dealing with the partner group
• Possesses cultural awareness and sensitivity
• Willingness to commit to and align with company culture and values

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Additional Information

• Employee Status: Temporary
• Payroll Expense Type: Infrastructure (Non-billable)
• Citizenship Status Accepted: Not Applicable
• Job Family/Level: Administrative Operations Level 1

Compensation