Executive Assistant & Office Manager

Full time na ms amlin no UAE

Publicado em December 18, 2024

Detalhes do emprego

Executive Assistant & Office Manager

Location: Dubai Position type: Full time, permanent MS AML has been established in the DIFC and regulated by the DFSA since 2014. We are currently a growing office of nine. We trade in a highly regulated environment producing and underwriting business for various MS Amlin. This role is a key hybrid role that covers many disciplines and requires someone who has excellent organisation and communication skills, is self-motivated and can multi-task across a continually evolving workplace. Purpose:

Providing high quality and efficient support to the SEO on a daily basis and with ad hoc project work.
Managing office Operations and daily procedures in Dubai and liaising with other operational teams based in London including Finance, Compliance and IT.
Assisting the underwriting team on any ad-hoc project work that may be required.
Assisting the client onboarding process in line with DFSA rulebook.

Responsibilities:

EA/PA:

Coordinating diary arrangements for the SEO and underwriters across various time zones.
Arranging refreshments for meetings and booking lunches/dinners.
Managing national and international travel arrangements and liaising with hotel providers, travel providers or travel agents to finalise bookings.
Assembling information/data/statistics for reports to be presented at SBU meetings and board meetings.
Screening telephone calls and passing on messages.
Meeting and greeting clients.
Attending meetings, writing minutes and distributing action points.
Arranging local corporate events.

Operational/Office Management:

Collating and updating internal procedural manuals.
Organising office layout and ensuring the office is well equipped with consumables, stationery and other supplies.
Keeping record of telephone bills and ensuring they are paid on time on a monthly basis.
Sourcing locations for events/dinners.
Assisting Underwriters with data entry, preparing spreadsheets and reporting information.
Keeping record of employee absence and travel entitlement.
Negotiating local supplier contracts.
Business continuity – ensuring the Dubai office is aligned with group and meets any additional local requirements.
Management of the staff visa and residency permit process.
Local health and safety coordinator.
Annual review and upkeep of DIFC portal submissions including renewal of trade license.

Finance:

Maintaining and updating petty cash, keeping an accurate record of receipts and reconciling the spreadsheet to be sent to London Finance.
Administering all office invoices and arranging approval to be sent for payment.
Processing the SEO and Underwriters personal expenses to be sent to London Finance.
Processing corporate expenses for the SEO.
Keeping record of bank statements and invoices paid through the office account.
Assisting with the compilation of financial forecasting for budget setting.
Overseeing the processing of VAT.
Assisting with Credit Control.

Compliance:

Assisting SEO in administering client onboarding.
If required, conducting research as part of the KYC process.
Acting as a backup in carrying out Lexis Nexis checks at client onboarding and at review stage.
Working closely with our outsourced Compliance Consultant to assist with compiling report information and ensure all training requirements are adhered to.
Assisting SEO with internal audit.
Keeping an accurate and up-to-date log of Gifts and Hospitality for the office ensuring bribery and corruption policies are adhered to.

Ad hoc projects:

Undertaking research and development around local office initiatives as directed by the SEO.
Keeping abreast of all local legal and regulatory developments related to MS AML.

What you’ll need:

Relevant Executive Assistant and Office Management experience.
Experience of working in Dubai and Financial Services.

Additional Skills:

Proficient computer user with intermediate to advanced Outlook, Word and Excel skills.
Good team participation skills.
Good personal time management.
Ability to appropriately prioritise workload and multi-task.
High attention to detail.
Ability to work autonomously and proactively.
Good interpersonal skills.
Proven strong administrative skills.
Ability to adhere to compliance with procedures.
Approachable, service/customer-oriented focus.
Good communication skills.
Ability to develop professional relationships.
Accuracy and numeracy.

What you can expect from us:

A competitive salary and benefits package.
A great team and supportive colleagues.
An open mind to new ideas and ways of doing things.
A strong focus on diversity, inclusion and equal opportunities.
A programme of wellbeing and mental health support.
Employer-supported volunteering (ESV).
Flexible working.
Continuous learning and study support.
Structured career development.

About MS Amlin: MS Amlin is a group of leading global (re)insurance companies, part of the global top-10 non-life insurance group MS&AD. We operate through four legal entities in the Lloyd’s, Continental European, US and Bermudian global (re)insurance markets. This role is in our Lloyd’s business which writes a diverse (re)insurance portfolio and specialises in providing insurance coverage to commercial businesses. #J-18808-Ljbffr

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Ms amlin

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Executive Assistant & Office Manager

Detalhes do emprego

Executive Assistant & Office Manager

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Detalhes do emprego

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EA/PA:

Operational/Office Management:

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Compliance:

Ad hoc projects:

Apply safely

Hiring company

Ms amlin

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