Executive Assistant & Office Manager, MS AML, Dubai, UAE

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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.

DETAILS TO REGISTER FOR THIS JOB:
NOTE: ATS-friendly CV is COMPULSORY!

https://msamlin.wd3.myworkdayjobs.com/en-US/MSAmlinCareers/job/Dubai/Executive-Assistant---Office-Manager_RQ11064


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