EA / Workplace Experience Associate

Executive Assistant

Role

 

We are seeking an Executive Assistant & Workplace Experience Office Manager to support our Dubai office. In this dual role, the ideal candidate is experienced in supporting multiple managers, self-motivated, professional, and capable of managing a diverse workload, prioritizing tasks in a fast-paced environment. Along with EA support they are responsible for managing our office facilities and creating a world class workplace experience for our Dubai employees. The candidate should have knowledge in front office administration and customer service with relation to workplace experience. They will provide a key role in being a culture carrier of the business and proactively being involved in company. initiatives.                                                                                                                                                                            

What you’ll do 

 

As Executive Assistant and local Office Manager, you will be aspiring to achieve best in class for our Dubai colleagues. You will be taking a lead role in helping them day to day and assisting them with adjusting to the ever-changing working environment. You will be responsible for cutting edge workplace experience technology and be a central point of contact for the various workplace initiatives happening both locally and providing synergy and alignment with our global offices. You will be able to uphold and manage both internal and external relationships from, HR, Accounts, Senior staff stakeholders to Building Management and Security.

You will have a broad range Office Management and EA duties for Portfolio Managers and Analysts which include:

• Extensive diary management, proactively managing multiple diary’s
• Responsible for initiating, arranging and securing company meetings with external stakeholders
• Arrange domestic and international travel plans and all correspondence associated with this including but not limited to flights, hotels, car service, internal and external meetings, restaurant bookings
• Processing multiple expense claims
• Support in producing presentations for meetings
• Ensuring managers are prepared for meetings in advance, collating relevant documents and any information required
• Arranging conference rooms, AV requirements and video conferencing working with Schonfelds internal IT/EUS teams.
• Liaison with internal EA team to build network encouraging collaboration and knowledge sharing
• General admin tasks, including phone coverage, distribution of mail and messages
• Covering for EA’s as and when required to ensure efficient operation of EA support
• External vendor and contractor relationship Management

 

What you’ll bring

What you need:

• Demonstrable experience working in a similar EA role, in a global organization
• Experience in general Office and Facilities management including front office administration or hospitality.
• Experience working in fast paced, high pressured environments
• Excellent interpersonal skills and ability to communicate well both verbally and in person
• Strong ownership, and a track record of delivering results.
• Ability to prioritize and manage multiple streams of information & tasks
• Proficient in Microsoft Outlook and Microsoft Office Suite (Word, Excel, PowerPoint)
• Process-oriented and very strong attention to detail
• Efficient time management and organizational skills
• Flexibility to align with business needs as they evolve
• Experience managing employee desk experience by working with managers on seating assignments, arranging physical desk moves, and monitoring seating/space usage.
• Working with local IT teams to plan and facilitate space reconfigurations and furniture procurement or moves.
• Communicate space usage and future needs to upper management via regular reporting
• Proactively gather feedback from staff members and guests about their overall experience in the office
• Ability to problem solve and remain calm under pressure.
• Event planning and management: Including budgeting.
• Keeping track of office running expenditures, processing of invoices
• Maintaining and planning PPM records to ensure the office is safe and compliant according to local laws.

We’d love if you had: 

• General knowledge in local regulatory requirements in relation to Health & Safety and legal contracts.
• First Aid and Fire Marshall or similar qualified
• Experience with Navan
• Experience with Condeco

 

Our Culture

The firm’s ethos is embedded in our people. ‘Talent is our strategy’ is our mantra and drives how we approach all initiatives at the firm. We believe our success is because of our people, so putting our talent above all else is our top priority.

Schonfeld strives to create an environment where our people can thrive. We foster a teamwork-oriented, collaborative environment where ideas at any level are encouraged and shared. The development and advancement of our talent is honed through interactions with each other, learning & educational offerings, and through opportunities to make impactful contributions.

At Schonfeld, we strive to cultivate a sense of belonging throughout all of our employees with Diversity, Equity and Inclusion at the forefront of this mission. As a firm we are committed to creating a hiring process which is not only fair, but also welcoming and supportive. On a daily basis, our employees welcome diversity across identity, thought, people and views which serves as the foundation of our culture and success. You can learn more about our DEI initiatives here - Belonging @ Schonfeld.

Who we are

Schonfeld Strategic Advisors is a multi-manager platform that invests its capital with Internal and Partner portfolio managers, primarily on an exclusive or semi-exclusive basis, across four trading strategies; quantitative, fundamental equity, tactical trading and discretionary macro & fixed income. We have created a unique structure to provide global portfolio managers with autonomy, flexibility and support to best enable them to maximize the value of their businesses.

Over the last 30 years, Schonfeld has successfully capitalized on inefficiencies and opportunities within themarkets. We have developed and invested heavily in proprietary technology, infrastructure and risk analytics and continue to capitalize on new opportunities. In 2021 we launched our newest strategy, discretionary macro & fixed income as part of the continual growth of Schonfeld’s investible universe. Our portfolio exposure has expanded across the Americas, Europe and Asia as well as multiple asset classes and products.

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