Executive Assistant (Dubai)

Job title: Executive Assistant (only candidates currently available in the UAE)

Location: DIFC, Dubai, United Arab Emirates

Alantra is an international financial services firm with over 600 professionals across EMEA, the Americas, and Asia. We provide investment banking and alternative asset management services to corporations, family-owned companies, and institutional investors. This is a replacement role for our DIFC Offices.

Roles & responsibilities:

• Ensure smooth business operations in compliance with Alantra policies and DIFC regulations.
• Provide diligent and high-level operational and administrative support to the Partners and Business as per requirements.
• Serve as a key liaison between the Partners, and internal/ external stakeholders.
• Responsible for meticulous calendar management across time zones.
• Extended support to the teams based in Dubai and Athens.
• Co-ordinate with support services such as IT, HR, Finance, Audit, Legal and Compliance to ensure operational cohesion.
• Handle travel arrangements including visa applications for different nationalities.
• Manage office supplies, facilities, inventory and procurement.
• Maintaining accurate records and timely renewal of trade license, service contracts for the offices.
• Manage relationships with vendors, service providers, and internal teams to maintain office functionality.
• Plan and coordinate company events, meetings.
• Assist in accounts payable and receivable process in addition to maintaining accurate records of financial transactions, and expenses.
• Responsible for maintaining HR records, managing the staff visa/residence application, medical insurance processes.
• Administer DIFC portal for various requirements.
• Maintain compliance with DIFC regulations, and work with internal and external auditors to ensure that all procedures are understood and adhered to.
• Serve as a contact point for emergency evacuation procedures and managing relationships with DIFC authority and building management.

Experience & competencies:

• Proven experience in a hybrid role encompassing Executive and Administrative Assistance in a multi-cultural, diverse environment.
• Experience in MS Office 365, SharePoint, MS Insight, SAP essential.
• Experience using DIFC portal will be an advantage.
• Knowledge/experience in running KYC screening for client onboarding will be beneficial.
• Outstanding organizational and multitasking in addition to prioritizing abilities essential.
• Exceptional communication skills, with both written and verbal fluency in English.
• Well-organized, efficient, and self-assured team player with an ability to exercise sound judgement and demonstrate high level of initiative.
• Self-starter who is proactive, can multitask, meet deadlines, and be accountable.
• Willing to stretch beyond regular working hours on need-basis.