Middle East - Proposal Admin Assistant

WHAT YOU'LL DO

The Executive Support Services team at BCG exists to deliver a global world-class executive support model that is simple, effective and scalable, providing consistent offerings and service levels across various customer groups, meeting the evolving, complex needs of our leadership. We are a team of experienced professionals offering administrative services across regions and business units. We bring deep industry and functional expertise to support our stakeholders. A truly global team passionately working across various time zones, we deliver best-in-class service, through a diverse team of a well-educated, skilled & experienced individuals. As an Administrative Assistant in the Executive Support Services Team at BCG, you will actively support the Middle East Proposal Management Team. Collaborating closely with Proposal Managers, you will ensure the seamless coordination and successful completion of the Request for Proposal (RfP) process. This role involves utilizing workflow management tools and navigating internal software and portals to streamline all processes and handovers, and the selected candidate will engage regularly with key stakeholders from both the Consulting Team (CT) and Business Services Team (BST), including system leadership. This role is pivotal in pioneering support for the Proposal Team in the Middle East, enhancing departmental collaboration and effectiveness, and will have the opportunity to steward the Executive Support Services team culture of service excellence as we continue to grow.

YOU'RE GOOD AT

Supporting the management and update of relevant workflow tools, including:

• Receiving administrative tasks allocated by the Proposal Manager and relevant stakeholders
• Ensuring the completion of tasks and updating the associated status in workflow tool
• Managing communication between relevant stakeholders regarding tasks

Supporting the Proposal Manager with administrative tasks related to the RfP process, including:

• Creating leads in ClientView, BCG's proprietary CRM software
• Requesting necessary documents, prepare and fill forms, and flag outstanding documents and deadlines to Proposal Manager
• Ensuring completion of bid bonds, incl reaching out to get input, sense checking, and sending out to necessary party
• Preparing necessary letters, administrative documents, and certifications
• Putting together submission packets and submitting all requests
• Ensuring client format and requirements for all submissions

Other Admin support functions, including but not limited to:

• Maintaining and developing working relationships with various BCG support staff members to maintain information flow
• Coordinating meetings, arranging conference calls, reserving conference rooms, for proposal managers
• Where appropriate, preparing and circulating meeting agendas and materials, attending meetings, take and distribute meeting notes, follow up on action items
• Organizing and maintaining electronic filing system
• Maintaining the highest level of internal and external confidentiality

YOU BRING (EXPERIENCE & QUALIFICATIONS)

• Minimum of 3 years’ experience in a fast-paced environment
• Strong service orientation, and excellent organizational skills
• Maturity and flexibility to work both independently and in cooperation with others
• High level of self-motivation and initiative, including an ability and willingness to work overtime on projects and tasks as required
• A willingness to exercise good judgment and make decisions based on logic and common sense
• Ability to anticipate alternate solutions and be prepared with contingency plans as needed in a calm and efficient manner
• Superior attention to detail and accuracy, and a sense of ownership in following tasks to completion
• Ability to multi-task and complete a variety of projects in a fast-paced environment
• Knowledge and experience of the Middle East and local practices
• Ability to respect all BCG information as personal and confidential
• Strong computer skills in Windows, Word, Excel, PowerPoint, Outlook

YOU'LL WORK WITH

You will work in the ME Executive Support Services Team. To ensure the efficient and proper facilitation of the RfP process, you will work closely with the Proposal Managers as well as individuals across BCG, Including both the Consulting Team (CT) and the Business Services Team (BST).