EA to General Counsel & MEA Legal and Compliance Team

at  The Cigna Group

Cigna is proud of its Middle East and Africa (MEA) business which it regards as an exciting engine for growth. Cigna has offices in the UAE, Kuwait, Oman, Bahrain and Saudi Arabia and has partnership arrangements in place across 11 jurisdictions in Africa. The Cigna MEA team serves sectors right across the MEA region including our significant corporate business, governments seeking sector and population health solutions and cover for high net worth individuals worldwide.
The role: The Executive Assistant identifies and resolves problems in a timely manner, gathers and analyzes information skillfully, maintains confidentiality, and anticipates the needs of those they support.

RESPONSIBILITIES:

• Travel: Handles complex travel arrangements.
• Calendar management: Manages calendar system and seeks opportunities to enhance efficiencies. Makes last minute calendar decisions based on priority and business needs using sound judgment. Advises of last-minute scheduling changes and communicate via e-mail, telephone and/or text message when appropriate.
• Reporting: Maintaining and regularly updating Legal and Compliance team reports.
• Instruction and invoice tracking: Regular liaison with Legal and Finance teams to process, expedite, and facilitates outside counsel invoices and other expenses.
• Meeting planning: Schedules and organizes internal and external meetings, including any necessary logistics.
• Staff Support: Attends staff meetings to record minutes, track and follow-up on action items, and manage invitations for guest attendees. Maintains department organization chart and email distribution lists.
• Onboarding: Plans and coordinates on-boarding and off-boarding of team members from time to time.
• Productivity support: Secures help desk support as needed to trouble shoot/resolve computer/phone/printer issues, orders equipment and supplies for department using the portal supply system, and manages department space planning in partnership with Corporate Real Estate.
• Special projects/programs: Manages team-wide projects/programs as needed, such as team-building events, or other events.
• Communications: Drafts/edits/finalizes correspondence (letters, memos, mailings, email); creates Excel spreadsheets to track/monitor information; prepares Power Point presentations and misc. reports.
• Other: Recognizes varying complexities within situations and manages or diffuses issues appropriately. Displays good judgment and decision-making ability and projects this skill onto others.
• Expenses: Submits accurate and timely submission of expense reports.
• Document management and record-keeping: Maintaining properly organized records for legal and compliance – including correspondences with regulators, outside counsel opinions, lawsuit cases/litigations reports, and regulations in the middle east region. Acting as the custodian of all of Cigna’s regional powers of attorney, corporate records, board minutes and resolutions, statutory books and registers, including diarising expiration and replacement.
• Company secretarial support: Providing support on all corporate secretarial matters to assist with the coordination and holding of board, annual general, extra ordinary general and committee meetings, including drafting agenda and minutes of the meetings, compile & maintain secretarial records, file regulatory forms, provide certified resolutions, etc. Arranging for the notarisation, authentication and legalisation of documents in the UAE

WHAT YOU NEED TO DO THE JOB

• Minimum 10 years of experience directly supporting and working with partners within a law firm and/or head of legal function of a multinational corporate.
• Project management skills.
• Ability to not just handle “today”, but critical intuitive ability to anticipate future needs and act proactively.
• Demonstrated flexibility, ability to adjust priorities, and a solutions-oriented mindset required.
• Professional demeanour with excellent verbal and written communication skills.
• Experience with supporting a virtual workforce.
• Must exercise good judgement, problem solving skills and maintain the highest levels of confidentiality and integrity.
• Must have excellent written communications and interpersonal skills and the ability to interact positively with all levels within the organization.
• Expert skills with full Microsoft tool suite, including Outlook and its calendar functions and ability to produce executive-level documents in PowerPoint, Excel and Word. Technical proficiencies with audio and voice equipment as well as mobile and desktop devices.
• Self-starter with excellent organizational skills and ability to work independently, remain focused and execute work with minimal supervision, to multi-task effectively and maintain confidential information in highly professional manner.