Atkins are looking to recruit an experienced Executive Assistant/ Business Support Coordinator who can provide professional and proactive support to the Managing Director who has responsibility for the entire Middle East region of the business.
This vacancy represents a rare opportunity to join Atkins in a high profile role as a professional first point of contact internally and externally. Based in our Dubai office, the role will involve actively liaising with the senior management team across our professional consultancy business, so excellent interpersonal skills and strong organization skills are essential.
Role and Responsibilities:
Executive Assistant Responsibilities
- Executive Assistant to Design & Engineering Managing Director
- Provide suitable assistance to support the Managing Director’s (MD) work habits and preferences
- Effectively delegate tasks to senior team on behalf of MD
- Effectively manage all diary commitments and travel arrangements; troubleshooting problems as they occur
- Coordinate and arrange domestic and international travel, accommodation and supporting visas
- Filter incoming email and general correspondence, responding or redirecting on behalf of the MD
- Screen phone calls, inquiries and requests, handling as suitable or directing to appropriate team
- Act as first point of contact with people internal to and outside of the organisation; regularly liaise with clients and colleagues of all levels
- Organise and attend team meetings, ensuring the MD is prepared, and record/distribute minutes
- Complete research on behalf of the MD
- Keep an accurate record of papers and electronic correspondence on behalf of the MD and maintain an efficient retrieval system/process
- Create and oversee the production of MD’s documents, letters, briefing papers, reports and presentations; demonstrating excellent literacy proficiency
- Organise and coordinate relevant business meetings, functions and events
- Responsible for co-ordination and issuing of internal communications to the Division from D&E MD and SLT, developing a meaningful and consistent approach to communication across the division to ensure staff are informed on business strategy, organisational structure, opportunities and project wins.
Business Support Coordinator Responsibilities:
- Responsible for the provision of an efficient and responsive administrative support service across the ME ensuring that the organisation's policies and corporate processes and systems are consistently applied and adhered to
- Line management responsibilities for admin staff (receptionists and PA’s) within the business, proactively line manage and ensure all annual tasks i.e. PDR’s / salary reviews / absence reporting are completed as required
- Act as the main point of contact performing a coordination role liaising with office admin leads in Abu Dhabi, Qatar and KSA on cost and operational issues.
- Act as Dubai Admin Lead responsible of the overall line management of administrative staff based in Dubai office.
- Assessment and alignment of all admin policies and procedures across the group to ensure consistent delivery of admin across the group.
Technical Qualifications:
- Minimum 5 years MD / C-Suite level EA experience
- Minimum 3 years experience in a senior admin role with regional responsibilities for the admin function.
- Trustworthy and must ensure absolute confidentiality
- Great communication skills to reflect the organisation's values
- Good level of personal confidence and resilience
- Sound understanding of Microsoft Office and other role related software packages
- Ability to produce professional reports, briefing papers, documents and presentations
- Strong time management, planning/organising and presentation skills
- Ability to lead/manage any office related project in a collaborative manner
- Ability to manage own workload and resources (line management responsibilities for four admin staff)
- Understanding of health, safety and environmental requirements applicable to business / office / site environments
- Confidence to proactively work unsupervised and using own initiative
- Clear understanding of the importance of accuracy, and demonstrate this in all work tasks
- Excellent standard of proficiency in oral and written communication with strong attention to detail
- Ability to form effective working relationships with colleagues and clients
- Working cooperatively and productively with others to achieve results.
- Well-developed communication, negotiation, problem solving skills and ability to understand the needs of different stakeholders.
Rewards & Benefits:
We offer an excellent package which includes:
- A competitive salary
- Transportation allowance
- Medical and life insurance cover
- 22 calendar days annual leave
- Medical and life insurance cover
- Company gratuity scheme
- Discretionary bonus scheme
- Annual flight allowance to point of origin
- Employee Assistance Programme – 24 hour free advice on financial, legal and family care specialists and also access to personal health, fitness and nutrition consultants
SNC Lavalin's Atkins business is one of the largest multidisciplinary, multi sector engineering design consultancies in the world and is part of the SNC Lavalin Group.
As one of the world’s most respected design, engineering and project management consultancies with a leading track record in the defence sector, Atkins are ideally placed to respond to this market. We have a broad establishment and proud, 50 year history throughout the Middle East region.
We provide a full range of design, engineering and project management services for buildings, transportation and other infrastructure programmes.
Atkins in the Middle East now employs around 2,000 staff serving Gulf clients across all market sectors from offices in Abu Dhabi, Al Ain, Doha, Dubai, Jeddah, Kuwait City, Manama, Muscat, Riyadh, and Sharjah.
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