Job Description

Role: 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.

To assist the underwriting team on any ad-hoc project work that may be required.

Assist the client onboarding process in line with DFSA rulebook.

The role interfaces primarily with the members of the MS AML team and other operational teams based in London including Compliance, Finance, IT and Credit Risk as well as the Underwriting Strategic business units.

From an external perspective you will interact with:

Brokers and Cedants

Suppliers

Federal Tax Authority (FTA)

Dubai International Financial Centre (DIFC)

About The Job

What you'll spend your time doing:

While there is rarely a 'typical' day as a Executive Assistant & Office Manager, here's a snapshot of some of the key parts of the job:

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 spread sheets 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 spread sheet 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

Assist with Credit Control

Compliance:

Assist SEO in administering client on boarding

If required conducting research as part of the KYC process: Reviewing soundness of regulators by jurisdiction, obtaining public listings, reviewing licenses, researching CPI scores, observing FATF listings.

Act a backup in carrying out Lexis Nexis checks at client on boarding and at review stage for verifying PEPs, SOEs, potential sanctions or other match information

Working closely with our outsourced Compliance Consultant to assist with compiling report information and ensure all training requirements are adhered

Assist 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

Keep abreast of all local legal and regulatory developments related to MS AML and manage any new legislative requirements.

What you'll need:

For this particular role there are some important qualifications and experience we need you to have. These include:

Relevant Executive Assistant and Office Management experience

Experience of working in Dubai and Financial Services

You're going to enjoy this job if you also have...

Proficient computer user with intermediate to advanced Outlook, Word and Excel skills

Good, effective 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 orientated focus

Good communication skills

Ability to develop professional relationships

Accuracy

Numeracy

Core values of Professional Excellence, Integrity, Leadership, Superior Performance, Teamwork.

What you can expect from us:

A competitive salary and benefits package is a given, but you can also expect:

A great team and supportive colleagues

An open mind (especially 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

Study support

Structured career development

About MS Amlin

MS Amlin is a group of leading global (re)insurance companies, and we are part of the global top-10 non-life insurance group MS&AD. We operate through four legal entities operating in the Lloyd's, Continental European, US and Bermudian global (re)insurance markets.

This role is in our Lloyd's business

Our Lloyd's business writes a diverse (re)insurance portfolio and specialises in providing insurance coverage to commercial businesses and offering reinsurance protection to other insurance companies around the world. We operate from our offices in the heart of London's (re)insurance district and from our market hubs in Asia and the Middle East. We work in partnership with our brokers and clients to provide proactive risk solutions and support across a broad range of trades and industries. We operate through our Lloyd's Syndicate 2001, and we can trace our roots in the insurance market, back over 100 years.

#LI-MSAUL

RQ11064