Executive Assistant
Ecolab
Total years of experience :18 years, 1 Months
• Proactively manage a wide range of executive and administrative duties and processes;
• Devise and maintain office systems including data management and electronic filing;
• Provide general assistance for presentations, workshops or meetings. Take minutes when required;
• Organize leadership events. Provide logistical and on ground support e.g 2015 MEA Finance Leadership meeting in South Africa & MFLT 2016 in AUH;
• Arrange corporate travel and meetings by developing itineraries and agendas, visas, scheduling flights, booking other transportation, arranging accommodation;
• Work multiple priority activities that require extensive coordination in multiple time zones; schedule appointments and meetings, and calendar management;
• Protect confidential and sensitive information for Leadership, HR and Customers;
• Coordinate with other assistants to manage rotational duties;
• Interact effectively with internal customers; handle communications and inquiries with external customers in a global multi-cultural environment;
• Verify and ensure that documents are prepared and in compliance with regulations and policies;
• Create PowerPoint presentations and reports for management as and when required;
• Additional project based duties may be assigned. (LMS & Workday- Hr program, ePR project, Ambassador for office relocation, Ecolab Compliance Campaign and Compliance Library); and
• Ecolab Program Administrator for the Citi Corporate Credit Card.
• Provides administrative support and maintains and develop computerized production database;
• Coordinates with suppliers and clients to avoid pending deliveries and orders;
• Reviews and check work orders to ensure without mistakes and errors;
• Make recommendations to management concerning staff and improvement of procedures;
• Monitors the daily production of the line in the production area and update wastages and rejections in production area;
• Maintains and creates files or record keeping system, sorts, labels, files and retrieves documents and other materials;
• Takes full responsibility of the “work in process” (WIP) daily report to be released to the management team and design team;
• Supervise 230 Factory workers, line leader and operators regarding the manpower deployment and schedules; and
• Takes full responsibility of the target shipment dates should be met by the production.
• Screening telephone calls, enquiries and requests, and handling them when appropriate;
• Organising and maintaining diaries and making appointments;
• Organising and attending meetings, and ensuring the partner and directors is well-prepared for meetings;
• Dealing with incoming email, faxes and post;
• Formatting, Roll forwarding of financial statements, proposal, reports and presentation;
• Arrange travel, hotel, and car reservations and prepare itinerary, partners, directors and managers;
• Reviews / signatures from partners;
• Financial statements signatures;
• Amending proposals / presentations / reports and financial statements;
• Coordinating about financial statements through client and managers for complete documents needed etc.;
• Organising middle East meeting and coordinating to all participants in different countries; and
• Coordinating with the PRO/HR about visa’s and renewal of passport etc. of the partners and directors.
• Leads the invoicing for partners and Managers, including initiating the invoicing process, drafting invoices, managing review by the managers above;
• Liaison with clients regarding billing contacts and procedures;
• Issuance of invoices on a timely basis to ensure partners’ monthly billing targets met;
• Monitor WIPs, determination of completion of client and assignee projects, preparation of invoices, including researching databases and files, determination of fees to be charged, drafting, finalization and issuance of invoices, to - clients;
• Reconciliation and relief of related time charges in ipower;
• Respond to client queries regarding invoices, including preparation of analysis and amended invoices when required;
• Tracking and ensuring the WIP balance and Net billable to send the reports to all the managers above;
• Coordinate with all the team to track their timesheet and follow up and help them to submit their chargeable time if applicable; and
• Provide me time analysis by grade for all the job codes in each clients. Provide the analysis by job codes and then prepare one consolidated analysis for all the job codes.
• Organises resource of team; collates and distributes agendas;
• Electronic management of client records;
• Is proficient in the use of Lotus Notes and Retain;
• Champions to the internal support software - iPower;
• Performs under supervision the administrative side of certain audit procedures (such as confirmations, engagement letters) - whenever required;
• Maintains professional working relationships with team members, office support staff, client staff, and wider network;
• Efficiently handles with least supervision certain activities for the team (event management (internal/external), team meetings, arrangement for seminars/ conference/ briefings);
• Events management: Meet with external parties such as Hotel Managers / Event managers. Take the hotel tour, discuss the lay out requirements, process agreements, ensure the complete coordination of the event including payment; and
• Coordination for team briefing meetings.
• Buddy for the new joiners / secondees to guide them in whereabouts of the company; and
• Deliver training to the secondees on Retain and iPower usage.
• Undertakes all basic financial procedures required for the team:
- Billing clients;
- Produce WIP / Debtors reports for partners and managers on request;
- Generate monthly finance reports for the team if requested;
- Produces analyses and reports on other key assignment as required; and
- Produce reports on Budget rate status on every client in iPower.
• Helping the PwC in their proposal to achieve the expected documentation result;
• Have strong result focus; and
• Perseverance to get things done under tight time pressures.
- Achievements
- Part of the team for Dubai World wins. Responsible for the proposal; and
- Part of the team for Global EU&M Conference. Responsible in restaurant bookings to all the 18 team clients, Gala dinner and the ground transportation.
• Provide comprehensive reception and phone coverage daily, including projecting the professional image of the company via handling of all telephone, email and personal inquiries/callers; and the prompt distribution of post, newspapers and faxes;
• Organise meetings and update Partners schedules re outlook;
• Manage all office equipment/office supply, including postage machine, printers, fax, photocopier, conference phone and projector and personal for the partners;
• Arrange travel, hotel, car reservations, prepare itinerary, couriers, taxis, telephone conferences, postal services;
• Arrange logistics of team lunches or events;
• Maintain vendor files and subscription renewals;
• Provide accurate word-processing support by composing and/or editing a variety of documents. This includes many highly confidential HR handbook and correspondence, training manuals, contracts and proposals;
• Assist with special corporate events including annual PA’s Event, Polo Events etc. Negotiate with suppliers on catering, locations. Coordinate invites, gifts and manage travel with respect to the event;
• Develop and maintain well organised filing system that permits easy reference and rapid retrieval of information; and
• Assist Partners and Lifestyle Managers with preparation of presentation materials via power point and word.
• Provide administrative support to the Managers;
• Manages the overall operation of the office and provides support to executive management by setting appointments, arranging meetings, purchasing all supplies and equipment, maintaining personnel records, and drafting correspondence;
• Plan and organises procedures and prioritises workflow to ensure efficient operation of the office.
• Update databases, organise files and records, draft and proof correspondence, reports, presentations and other documents;
• File and retrieve corporate documents, records, and reports;
• Prepare responses to correspondence to medical company containing routine inquiries;
• Answer phones and direct all incoming calls to appropriate party promptly and efficiently;
• Review and summarises miscellaneous reports and documents; prepare background documents and outgoing mail as necessary.
Executive Assistant to MEA Finance Team