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Team Leader – DIFC

Job Details

Middle East SALARY: 25,000 AED - 30,000 AED PER: Month TERM: Permanent

Purpose of Position

The company provides dedicated administrative support to Partners and Principals and indirect support to the teams working on projects, business development and firm activities on behalf of these senior consultants.

Primary Functions and Responsibilities

to provide administrative and project-based support for Firm Partners, Principals and projects teams as required as well as to support firm building and business development activities. Support is often confidential in nature. The Team Lead EA will act as the administrative point person for more than one Partner and/or Principal and may support projects within his/her management’s responsibility. The Team Lead EA is also expected to actively participate as a member of the office’s overall administrative team. This includes providing coverage, assistance, and back-up for other administrative staff. The position requires a thorough knowledge of leadership’s and senior level consultants’ accountabilities and business needs. The Team Lead EA is expected to maintain a working knowledge of the Firm and its industry and service practices. The position regularly and customarily exercises discretion and independent judgment in performing work.

Partner / Principal Support

• Complete weekly time & expense reports on behalf of assigned consultants, including AmEx reconciliation and payment tracking
• Arrange travel on behalf of assigned consultants and any necessary foreign visas
• Schedule meetings as requested for assigned consultants and/or practice • Coordinate all necessary meeting logistics
• Enter leads into L&P (leads and proposals) system
• Assist in business development through establishing and maintaining relationships with client contacts, particularly client EAs. Obtain client meetings through contacts and follow up
• Support consultants’ professional relationships by maintaining client contacts, local community boards, organizations, and committee information in CRM system
• Support marketing efforts by following up on mailings to potential clients to obtain meetings. Support conference logistics as required
• Establish, maintain and leverage an effective internal network at the company
• Provide telephone coverage for internal and external calls; take messages; follow up on voicemail recordings in a timely manner as requested by assigned consultants
• Review daily news feeds and route pertinent articles and press releases to assigned consultants or practice as appropriate
• Research and compile company profiles and executive bios
• Assist with onboarding of new Partners and Principals; work with the Office Manager to coordinate onboarding activities/items; liaise with other support departments, such as HR and technology; incorporate new Partner/Principal into practice communications and calls; coordinate internal and external announcements
• Support assigned consultants in performance management processes • Enter EPE (engagement performance evaluation) feedback into online system; provide APE and MBO administrative support; coordinate with consultants’ mentees their review forms and one-on-one meetings; support special selection committees, such as Global Exchange or Principal Selection, with meeting scheduling/logistics and compilation of review package
• Review and sort email and regular mail
• Provide general administrative support, such as copy, bind and fax documents; update, process and distribute records and rosters; and create and maintain filing systems Team Lead Support
• Ensures high quality skills and leading capabilities of the EA team to support business needs of Partners and Principals
• Ensures all Executive Assistants’ work performance is consistent with company standards globally
• Effectively allocates tasks and activities to provide administrative support of the office
• Promotes growth and career development of EA team through training and new skills development
• Assigns effective Partner/Principal coverage during Executive Assistant absences
• Matches new Partner/Principals with an EAs before respective start date
• Coach/Train new EAs, continue to act as mentor until they have grasped the systems and policies effectively
• Provide regular constructive feedback to Executive Assistant Team to address errors and ensure they are not repeated
• Develops a collaborative and high performing team; resolves any team conflicts and disputes fairly and accurately with minimal disruption
• Assesses the impact of new office/business needs to the EA team and develops an approach to implement changes
• As the CRM  user ensures CRM is updated by the EA and effectively managed by the Partner/Principal/Executive Assistant team
• Identify and delegate additional Executive Assistants for support for extracurricular projects/events
• Ensures confidentiality and adherence to the company “Code of Conduct” for the EA team
• Collecting constructive feedback from PPs, summarizing Data and taking part in the feedback reviews
• Assist in the onboarding plan for new joiners, assign buddy, and work closely to achieve set goals

Project Support
• Develop and update documents and prepare PowerPoint presentations, adhering to company’s style and editorial guide. Format, proofread and add legal appendix where necessary. Design and develop Excel spreadsheets
• Coordinate project set-up for new engagements, including team SharePoint (internal) site and permissions, and obtaining necessary security/ID badges, printer access, etc., at client site
• Compile financial documents necessary to open a job, leverage WIP tracking, and manage all client invoicing and payment processing
• Support proposal efforts by providing up-to-date Firm data and résumés for PowerPoint decks
• Conduct research for special project needs, such as to create board member maps of global and regional accounts
• For project teams, set up Outlook calendar to track vacation, training and other activities, and establish Outlook distribution list of team members

Additional Functions and Responsibilities:

Firm Building Support

• For practices, prepare meeting agenda under leader supervision
• Coordinate document submissions with speakers, and prepare summary slides of lead and proposal pipeline, practice initiatives, and additional charts or research, as required. Coordinate all meeting logistics, attend meeting and prepare minutes; follow up on to-dos.
• Take active role in coordinating office events, such as office updates, recruiting, alumni outreach, social events, charitable events, and other activities.
• Coordinate with company meeting planner for events > 10 people
• Maintain up-to-date practice and/or office rosters
• For alumni relations, support events’ logistics and assist in mailings, as requested Firm Building Initiative • Take the full lead and ownership on one key firm building initiative. This should be reflected in the individual’s annual performance objectives

People Development

• You are expected to coach junior EAs. You should develop and deliver training as required
• General Administrative duties
• Provide coverage, assistance, and back-up for other administrative staff
• Attend and participate in administrative team meetings and other office-wide meetings and events
• May oversee/direct clerical and/or temporary help as needed

Communication Skills

Strong interpersonal skills; ability to interact effectively at all levels

Technical Skills

Comprehensive knowledge of core MS Office, Windows, SharePoint, and private software applications and technology, including networks and databases

Education

• College degree or equivalent experience five years corporate/business experience performing in an administrative capacity

Previous Experience

• Strong demonstrated administrative and organizational skills
• Discretion in handling sensitive or confidential information
• Flexibility; willingness to take on new and stretch assignments
• Resourcefulness and troubleshooting skills; ability to identify problems and provide solutions
• Ability to work well under pressure; positive, “can-do” attitude
• Strict adherence to confidentiality and protection of Firm and intellectual property
• Sound judgment with independent decision making
• Type 60+ wp

Tiger is B Corp Certified. We are part of a global movement of businesses committed to improving social and environmental conditions around the world.

 
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POSTED: 18 Nov 2022 JOB ID: ZCTEAMLEADER

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