Senior Executive Assistant to the Managing Partner
Saadiyat Development & Investment Company
Total years of experience :18 years, 4 Months
on a one-to-one basis with the Executives and Department Heads to ensure smooth running of the MD’s office operations and activities.
•Perform a variety of administrative tasks that includes managing MD’s schedule; prepare meeting agendas, presentations and all relevant documents. Attend meetings, take minutes and ensure that they are filled and distributed afterward. Ensure consistence Follow up on the meetings and action plans.
•Review & Prepare correspondence. Handle detailed travel plans. Maintain filling system. Receive and welcoming MD visitors.
The Ambassador for the CEO’s Office ensuring that all requests, instructions are received and acted on in a professional and timely manner.
Communicates directly on behalf of the CEO with Board members and Department Managers on matters related to CEO's programmatic initiatives.
Plans and manages protocol aspects of official delegations which includes preparing guest lists and invitations for events, ensures that they are properly delivered and verifies acceptances/regrets.
Meet and greet guests at official events and monitors events to ensure that it follows proper protocol.
Deal with high-level contacts and exposure to sensitive information necessitating considerable use of tact & integrity.
Develops and maintains contact and guest lists for receptions & other events ensuring that the data is accurate.
Proactively manage complex calendar, prepare agendas, attend meetings, take minutes & distribute them afterward.
Ensure proactive follow up on all agreed actions to ensure the completion of tasks within the allocated time frame.
Handle travel logistic arrangements, troubleshooting issues related to travel such as canceled flights, hotel room extensions and other travel-related concerns.
Research information and consolidate data to implement and maintain certain lists and references.
Handle all logistic arrangements of participated events such as Dubai Airshow, Global Manufacturing and Industrial Summit, Abu Dhabi Aviation and Aerospace Week, Abu Dhabi International Petroleum Exhibition & Conference…etc.
Produce, edit and distribute updates and materials for external and internal audiences.
Provide creative, editorial and operational support for communications projects and report on progress.
Negotiate contracts and quotations.
Plan/create multi-media communications materials. Ensure consistent branding is used.
Work with external suppliers and other teams internally i.e. finance, procurement, legal and customer relations.
Prepares invoices for payments, claim expenses in line with the company policy. Create purchase requisitions and Expense Reports via ERP system.
Exercise independent judgments in relieving the Senior Vice President (SVP) from administrative details and perform a wide variety of secretarial services. Providing full range of support to the SVP and assisting/facilitating him in managing the Business Support across the parent company along with the subsidiaries.
Managing SVP calendar, organizing meetings & preparing agendas.
Attend Board of Directors, internal and external meetings. Take minutes; distribute them afterward and handle all the logistic arrangements of the meetings.
Work closely and effectively with the executives to keep the individual well informed of upcoming commitments and responsibilities, following up appropriately.
Work with business line analysts/managers to ensure consistent policies and standards are employed.
Create reports and lists for the SVP thru ERP System (SAP).
Handle general problems such as complains or request for information and delegate them accordingly.
Monitor and maintain the “work in progress” to ensure timely follow up and completion prior to deadline.
Organize all logistic travel arrangements (Tickets, Accommodation, Transportation, Venues… etc.)
Manage interruptions and control distractions to support the effective time management of the SVP.
Read, review and screen incoming correspondence, make preliminary assessment of the importance of materials handle some matters personally or assigns to others as appropriate.
Handle and proofread memos and circulars, prepare correspondence, from rough draft or verbal instructions.
Create, consolidate, compile and compose reports & presentations.
Independently manage and organize the efficient functioning of the office by coordinating and prioritizing the daily administrative activities.
Maintain and manage EVP calendar. Attend/prepare minutes of meetings and distribute them afterward.
Check EVP mails & reply on his behalf when required through excellent business communication.
Organize & arrange certain related (internal & external) events, invitations & conference booking.
Receiving & welcoming EVP guests with customer service excellence.
Liaison with other departments & performing all required arrangements for new joiners in terms of induction (introducing them to other departments, providing accommodation, transportation, car rental, staff Ids, security passes, & other required stuff i.e. (office furniture, laptops, mobile phones …etc.)
Responsible of EVP duty & personal and business travel arrangements in terms of (ticketing, hotel reservations, transportation, venues, giveaway items and all other related issues).
Create corporate presentations for internal and external use.
Performing business correspondence independently.
Independently manage and organize the efficient functioning of the office by coordinating and prioritizing all daily administrative activities, Sheikh's & their attached staff requirements such as Travel arrangements (Visas, Ticketing, Hotel reservations, and Cargo shipments), Private & public events & occasion arrangements; (Wedding ceremonies, Gatherings …etc.), Palaces requirements arrangement; (Housekeeping, Maintenance, Interior designing …etc.).
•Responsible of all issues related to private properties staff in terms of HR functions such as Reviewing job descriptions, Short listing, organizing interviews, Maintain Offers & Contracts according to the updated government laws and procedures, follow up with the Public Relations department to ensure the completion of required formalities such as health insurance card, residency etc. Compensations & Benefits, leaves & Returns, Appraisals & Promotions, Replacements, Terminations and Resignations.
