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The Role
Responsibilities: • The role of the Project Assistant (PA) is to provide critical administrative support to Project teams, ensuring operational efficiency, analytics, and reporting, coordinating project activities and general administrative support of project objectives and success. • The position requires thorough knowledge of the specific Project and wider Practice and industry in general. • Support requirements are often confidential in nature, which always requires discretion and professionalism • Create project schedules, share point sites, ways of working charters and timelines. • Monitor action items, highlighting any red flags • Manage data repositories by keeping them updated, access-controlled, version controlled and effectively archived • Maintain ‘Facebook’ of internal project team and stakeholders. Update client org charts and CRM data • Draft professional and effective communications, both internally and externally • Develop and foster professional networks both with internal teams and external vendors and client teams; taking on client-facing duties as required • Monitor and report on proposal status, requirements and outcomes. May be required to create, edit and proof-read proposals and presentations • Conduct research and generate reports, dashboards and pipeline summaries by collecting data from various tools • Understand and compile financial documents necessary to open a job, leverage WIP tracking, and manage client invoicing and payment processing where applicable • Manage calendars by coordinating appointments, prepare meeting agendas, take meeting minutes, book conference rooms, catering and other logistics when planning bigger events. May be required to facilitate meetings and Q&A sessions • Arrange extensive team travel requests, often changing at the last minute for multiple colleagues. • Work with the travel team to source appropriate accommodation and amenities; ensuring that invoicing and expenses are efficiently managed and recorded • Manage, submit and reconcile timesheets, expenses, credit card statements and payments • Assist with onboarding of new team members, bringing them up to speed with the project. • Coordinating any client/site access and processes are completed. Liaising with other internal and external departments as required • Arrange events, trainings, speakers and other initiatives as required; considering all logistics and event schedules • Support with performance management processes: enter EPE (engagement performance evaluation) feedback into online system; provide administrative support on career roadmaps; coordinate with consultants’ mentees; support special selection committees review package, scheduling and logistics • Understanding and keeping up to date with the business organization structure, policies, goals, and objectives • Awareness of (and participation where appropriate) office events, recruiting, alumni outreach, social and charitable events and other activities
Responsibilities: • The role of the Project Assistant (PA) is to provide critical administrative support to Project teams, ensuring operational efficiency, analytics, and reporting, coordinating project activities and general administrative support of project objectives and success. • The position requires thorough knowledge of the specific Project and wider Practice and industry in general. • Support requirements are often confidential in nature, which always requires discretion and professionalism • Create project schedules, share point sites, ways of working charters and timelines. • Monitor action items, highlighting any red flags • Manage data repositories by keeping them updated, access-controlled, version controlled and effectively archived • Maintain ‘Facebook’ of internal project team and stakeholders. Update client org charts and CRM data • Draft professional and effective communications, both internally and externally • Develop and foster professional networks both with internal teams and external vendors and client teams; taking on client-facing duties as required • Monitor and report on proposal status, requirements and outcomes. May be required to create, edit and proof-read proposals and presentations • Conduct research and generate reports, dashboards and pipeline summaries by collecting data from various tools • Understand and compile financial documents necessary to open a job, leverage WIP tracking, and manage client invoicing and payment processing where applicable • Manage calendars by coordinating appointments, prepare meeting agendas, take meeting minutes, book conference rooms, catering and other logistics when planning bigger events. May be required to facilitate meetings and Q&A sessions • Arrange extensive team travel requests, often changing at the last minute for multiple colleagues. • Work with the travel team to source appropriate accommodation and amenities; ensuring that invoicing and expenses are efficiently managed and recorded • Manage, submit and reconcile timesheets, expenses, credit card statements and payments • Assist with onboarding of new team members, bringing them up to speed with the project. • Coordinating any client/site access and processes are completed. Liaising with other internal and external departments as required • Arrange events, trainings, speakers and other initiatives as required; considering all logistics and event schedules • Support with performance management processes: enter EPE (engagement performance evaluation) feedback into online system; provide administrative support on career roadmaps; coordinate with consultants’ mentees; support special selection committees review package, scheduling and logistics • Understanding and keeping up to date with the business organization structure, policies, goals, and objectives • Awareness of (and participation where appropriate) office events, recruiting, alumni outreach, social and charitable events and other activities
Requirements
Skills: • Strong English both oral and written. Arabic speaker is a great benefit • College degree or equivalent • 3 years PA or EA experience in a professional services industry • Excellent analytical and reporting ability, administrative, organizational and time management skills • Outstanding interpersonal skills, able to interact effectively at all levels • High levels of initiative, resourcefulness and responsiveness. • Able to identify problems, anticipate others’ needs and take proactive action where appropriate. Able to work on own initiative • Handle sensitive information in a confidential manner • Occasional travel required • Proficient in MS Office
About the company
RecruitME are a specialized recruitment consultancy supplying top tier business support staff to Dubais leading multinational organizations. We carefully source, screen and select only the very best candidates to assist our clients in making easier recruitment decisions faster. Differentiating ourselves from standard recruitment agencies our consultants have been carefully chosen for their backgrounds in business support for leading multinational organizations. Having been both the client and the candidate previously, we have an insiders understanding of the recruitment process and our clients needs. What we do: Specializing in business support positions we can assist in introducing a small selection of experienced administration, finance and human resource candidates with the relevant experience to benefit your business. Our careful screening process ensures that we have met with and can give a concise overview of each candidates skills and current situation before you meet them. We pride ourselves on sending our clients only the very best available candidates in the market to ensure a simplified, hassle free and timely recruitment experience for all involved.
