Executive Assistant/Personal Assistant
Horizon Energy LLC
Total years of experience :14 years, 7 months
• Responsible for all business related and operational requirements of the office and business calendar.
• Attend meetings when necessary with the managers and arrange preparations such as having collateral and materials ready, ensuring the right people are present, taking minutes of meetings as required.
• Organize and maintain the business schedules up to date through booking of meeting rooms and conference calls
• Carrying out research and lead in organizing social events and clients
• Extract and prepare reports and briefings when requested.
• Provide a smooth communication channel between the manager's office, internal departments and clients.
• Organizing business trips for the senior managers by performing the standard procedure of hotel booking, tickets, travel itinerary and transportation.
• Looking after the overall administration of all correspondence from the corporate office in a timely fashion manner with a high degree of accuracy, privacy and confidentiality.
• Meeting and greeting visitors at all levels of seniority.
• Ensuring the weekly and daily schedule of the managers, CEO, MD is effective and proactive through an optimized process with coordination with relevant internal departments and external entities.
• Responsible for review and verification of all data from departments and highlighting critical issues to attention of corporate office with an escalation to CEO.
• Preparation and drafting documents including general correspondence, letters, memos and emails.
• Management of monthly meetings, filing documents both off-line (archive, organize) and on-line (separate emails according to the subject related, departments, high priority).
• Telephone calls - ensuring all queries are dealt with in a timely and efficient manner, including handling and forwarding queries to the concerned departments - person.
• Handling Renewals of All Marine, General, Medical and motor policies whilst negotiating premiums and clauses included in the policies.
• Managing marine, medical and motor claims; coordinating with the third party if involved, the insurance companies, surveyors, law firms, etc.
• Insuring everyday cargo and coordinating with the concerned departments (finance, operations, and insurance companies (inside and outside of UAE).
• Managed a range of confidential records, processes and documents. (Such as marine and medical claims whilst coordinating with other departments when required such as technical, operations and legal).
• Managing day to day all insurance related operations.
• Familiar with all the requirements to commence marine, general, medical policies.
• Any other reasonable duties required by management.
Executive Assistant to the Insurance Manager
"Motor claims registration
"Assisting clients in following up with their claim
"Follow up sales and purchase contracts ensuring that there are being executed in a proper manner.
"Follow up day by day operations, loading or discharging of cargoes and making sure that everything is followed as per contract.
"Appoint inspectors for quality assurance and agents for arranging each vessel's clearance from the port authorities.
"Coordinate with ports and agents for obtaining port line ups and ensuring that vessel will operate without delay.
"Ensuring that prior to any loading operation quality is meeting the agreed specifications.
"Preparing daily stock reports that include all the quantities stored in the companies storing facilities as well as all the daily cargo transactions.
"Coordinating with the customers, via e-mails or telephone, such as buyers or sellers of the company's products so as to arrange a specific operation.
"Sending instructions to the master of each vessel with regards to the voyage details, specific loading or discharging instructions.