Professional Team Assistant

Job Title: Professional Assistant / Coordinator

Location: Dubai, UAE

About:

A leading global multi-asset investment platform based in Dubai - we specialize in Private Equity, Venture Capital, Public Listed Investments, and Real Estate. Our dynamic, growing team is committed to delivering exceptional results for our investors. We focus on hi-tech investments powered by the Fourth Industrial Revolution and are led by a multi-disciplinary team with over 100 years of collective experience across Tier-1 institutions and corporates. Our cross-border expertise spans North America, Europe, the Middle East, and Africa, providing a unique advantage in identifying and executing high-potential investment opportunities.

Role Overview:

We are seeking a highly organized and proactive Team Assistant / Coordinator to provide comprehensive support to our investment team and manage various administrative functions. This role is crucial for ensuring the smooth execution of investment deals and the efficient operation of our office. The successful candidate must be a detail-oriented individual with excellent communication and interpersonal skills, capable of handling multiple tasks and priorities effectively.

Key Responsibilities:

• Deal Support: Assist in the logistical aspects of deal execution, including coordinating meetings between internal and external stakeholders, preparing and organizing deal-related documentation, and ensuring adherence to due diligence processes and compliance requirements.
• Document Management: Prepare, format, and manage documents, spreadsheets, and presentations using cloud-based platforms such as SharePoint, OneDrive, and Dropbox. Maintain organized and accessible digital files.
• Stakeholder Coordination: Provide professional assistance to the Investment team and coordinate effectively with external stakeholders, including clients, partners, and service providers.
• Administrative Support: Provide general administrative support, including calendar management, meeting scheduling, travel arrangements, and expense reporting. Prioritize requests and manage conflicting demands effectively.
• Property Administration (International): Oversee the administration of properties located in Dubai, the UK, and SA. This includes:

-Liaising with local property managers and agents.

-Handling tenant communications and addressing inquiries promptly.

-Ensuring timely payment of invoices and coordinating necessary maintenance.

• Relationship Building: Cultivate strong working relationships with both internal and external stakeholders, including building a network with other executive assistants.
• Internal Coordination: Facilitate communication of deliverables between various team members, departments and companies.
• Team Collaboration: Collaborate with executive coordinators to support broader company initiatives and events.
• Meeting Management: Attend functional meetings as required, organize agendas, record minutes, distribute action items, and proactively follow up on tasks.
• Process Improvement: Contribute to the ongoing improvement of administrative and operational processes, including updating functional policies and procedures as needed.
• Document Creation: Produce high-quality PowerPoint presentations, reports, and other business documents as required.
• Meeting Preparation: Ensure that directors are fully prepared for key meetings by compiling necessary materials and briefing information in advance.
• Project Involvement: Participate in ad-hoc projects as required, demonstrating flexibility and a willingness to contribute to various team needs.
• Travel Coordination: Work with travel desk and coordinate team (and ad-hoc guest) travel arrangements

Qualifications and Skills:

• Excellent verbal and written communication skills, with the ability to interact professionally and effectively at all levels of the organization and with external stakeholders.
• Highly proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook). Specifically, must be able to create pivot tables and charts in Excel and develop professional-quality PowerPoint presentations.
• Experience with cloud-based collaboration tools (SharePoint, OneDrive, Dropbox) is essential.
• Demonstrated ability or willingness to learn and utilize AI applications and tools to enhance efficiency and productivity.
• Proven experience supporting senior-level management and their teams, preferably in a global or international business environment.
• Highly organized and proactive, with exceptional attention to detail and accuracy.
• Ability to anticipate potential challenges, think ahead, prioritize tasks, multitask effectively, and develop innovative solutions in a fast-paced, demanding environment.
• A self-starter with a strong work ethic and the ability to work independently and use initiative to deliver results.
• Demonstrated ability to maintain absolute confidentiality and act with the utmost discretion.
• Professional savvy with the ability to build strong relationships within teams and proactively support a wide range of stakeholders across different levels and countries.
• Dependable, with a strong desire to continue to grow and develop new skills.
• Willingness and ability to travel internationally to Europe, the USA, and South Africa, particularly during the summer months.

Salary: Competitive salary, commensurate with experience and qualifications.