Executive Assistant to Managing Director
Silvertech Middle East FZCO
Total years of experience :20 years, 6 Months
Executive Assistant/Secretarial Functions:
• Provide complete broad variety administrative tasks for Managing Director.
• Managing an active calendar of meetings and appointments.
• Provide complete support for the entire Board of Directors travelling to the UAE for meetings
which includes Hotel Booking, Airport Pick up and Drop off, Complex and detailed travel
arrangement, Logistical arrangement of assigned drivers for each Board of Directors.
• Research, prioritize and follow up on incoming issues and concerns addressed to the Managing
Director including those of sensitive and confidential nature. Determine appropriate course of
Action, referral or response.
• Working closely and effectively with the Managing Director to keep him well informed of upcoming
commitments and responsibilities, following up appropriately.
• Act as a “barometer”, having a sense for the issues taking place in the company and keeping
the Managing Director updated.
• Handle matters expeditiously and proactively and follow-through on tasks to successful completion,
often with deadline pressures.
• Time Management: Provide a time management / diary service on behalf of Director in order
to ensure effective time usage and to avoid conflicting schedules.
• Record Management: Design, Organize and implement appropriate filing and record management
Systems to ensure that records are always current and accessible with ease.
• Travel Managements: Schedule appointments (including conferences), coordinate travel,
including complex itineraries / venues, accommodation and visa application and requirements
such as Schengen Visa, USA, Japan, Hong Kong, Greece, United Kingdom, South Africa etc.
• Mails: Screen incoming and outgoing mails of all employees and telephone calls, draft responses,
redirect correspondence and callers to the appropriate personnel.
• Prepare internal / external memo correspondence.
• Act as first point of contact for both internal and external visitors wishing to contact the Managing
Director.
PA/Secretarial Functions:
• Provide a complete private secretarial and administrative service for the routing callers and
preparing and drafting internal correspondence under direction to ensure that all matters
are dealt with efficiently and appropriately.
• Mails: Screen incoming mail and telephone calls, draft responses, redirect correspondence
and callers to the appropriate personnel.
• Prepare internal / external correspondence.
• Manage active diary of the Exhibition Director. Act as a reminder for every meeting scheduled on
that day.
• Manage complex travel arrangement including hotel booking, flight booking etc.
• Act as first point of contact for both internal and external visitors wishing to contact the Managing
Director and CEO (Administration).
HR & Administrative Functions:
• Maintain and arrange the existing & newly hired files database (Original Documents, Emirates ID,
Labour Card copy, CV’s etc.)
• Maintain attendance journal and make a note of tardiness.
• Prepare and maintain Leave Sheet for all employees.
• Prepare Salary Sheet for all employees including labours.
• Prepare payslips and make sure they are signed by employees every month.
• Preparing official letters like Salary Certificate, Employment Certificate, Employment Confirmation etc.
• Interacting with PRO for processing of new visa, labour card, cancellation.
• Making sure that all the documents necessary for visa application, Emirates ID and Cancellation are
Ready for PRO to be submitted to Ministry of Labour for processing.
• Interacting with Travel Agencies for Tickets for employees.
• Interacting with Etisalat for corporate services (Bills, Activation/Deactivation Services & Issues)
• In Charge for preparing the end of service benefits for employees leaving or finishing contract.
• In Charge of renewal of trade license and tenancy contract.
• In Charge of Petty Cash for Drivers and Other Office related expenses.
• In Charge with ordering business cards and other corporate supplies, making sure that there is
enough stocks for all employees.
Project Coordinator Functions:
• Prepares weekly Sales Reports and for Directors weekly meeting.
• Makes sure that the office will operate smoothly even in the absence of the Directors.
• Managing existing database and all individual records for all events/exhibitions of the company.
• In-charge for Organizers Office during the Show Duration.
• Evaluating visitor survey & exhibitor survey form for preparation of charts to compare results.
• Coordinates with all the all exhibitors across the globe participating at Big Boys Toys Exhibition.
• Exhibitor Payment Reconciliation and follow ups
• Prepares Invoice, LPO, and contracts for Suppliers, Contractors and Exhibitors.
• Knowledgeable in managing floor plan of the show and do changes accordingly. (Basic AutoCAD)
• Making sure that exhibitors are entertained with all their requirements on site during build up and
Even during the show duration.
• Sourcing Hotel Booking & Flights for exhibitors requirements.
Work Responsibilities:
• Responsible for gathering the necessary documents, reports and correspondence and for maintaining and up date documents library.
• Clarifies priorities with Manager during time of multiple demands/ request for emergency Secretarial support.
• Receives all incoming documents.
• Responsible for organizing Hotel reservations and coordinating with the Travel Agency regarding Management & staff travel plans as well as for the company guests.
• Determine filling category and makes input to the document maintained database.
• Record all dispatched documents in the document control system.
• Expedite review signature approval, and release of contractor, supplier and internally produced project documents.
• Preparing general requirements for the application of foreign entry visa for the management and staff.
• Process invoice, packing list and other documents for shipment.
• Maintain files and generates hard copy/soft copy reports as needed by Sales Dept.
• Performs other administrative responsibilities associated with the project as may be appropriate.
• Input incoming and documents and prepare document transmittals.
• Accurate filling of projects, correspondence, reports and quotations.
• Maintain and manage existing filling register.
• Report to the management any irregularities found during examination of documents.
• Handle correspondences including enquiries, quotations and drafting commercial invoice for corporate clients.
• Open, sort and distributing incoming and outgoing correspondence, including faxes and email.
• Received and circulate all the submittals.
• Assist in transmitting and coordinating personnel with main office.
• Performs all duties as required or assigned in a professional, effective and confidential manner.
• Provide assistance to the General Manager and Business Development Manager.
• Responsible to assist all the needs of all the Sales Dept. in site regarding office matters.
Work Responsibilities:
• Prepares simple cost-effective comparison of different items for ordering from different suppliers.
• Handles Petty Cash Fund
• Process/Check payment documents for signature by FM and GM
• Assist in the preparation of Requisition Order.
• Monitors Purchase Order issued by purchasing
• Acting as payroll personnel for cash payment salary and distributing pay slip.
• In charge for maintenance service of company vehicles.
• Follow up and monitor payables and encode to office monitoring system.
• Monitors client payments, expenses and monthly payments for suppliers.
• Incharge for preparing deposit transmittal slip for bank daily.
• Perfom other duties and tasks that may be assigned from time to time.
Work Responsibilities:
• In charged of the In and out transactions of Company’s Fund and other Financial Matters.
• Handles/Monitors Company’s Check book and prepares checks upon receipt of Approved Account payable slips.
• Handles Company’s Petty Cash Fund Amounting to P 50, 000.00.
• Releases Approved cash amount to requesting employees or as payment for miscellaneous supplies or services.
• Monitors Company’s Fund in the Bank and Other Financial Matters.
• Request Fund transfer from main office upon approval of the higher management.
• Records all transaction of Cash Disbursement and replenishment.
• Regularly prepares petty cash fund summary for Replenishment.
• In charged in the deposit of cash and check collections to Company’s Account.
• Consolidates collected payments with sales orders and transmit deposit slips and receipts to the main office.
• Coordinates with the Bank Officials with regards to the Financial Matters of the Company.
• Prepares Monthly Summary of Cash and Check received.
• Disburses checks to the suppliers, contractors and other payees.
• Prepares confidential communication as required by the President.
• Attends assistance to the company’s Presidents.
• Perform other jobs that may be assigned by the President of the Company from time to time.
• Maintains Company vehicle documents/Files/Register/Renews vehicle registration and Insurance policies.
• In-charge the motivation of all telemarketers on how to meet their target quota.
• Matching and Computing voucher and invoices, audit voucher.
• In charge with Seminars and Training activities for the Company’s whole staff.
• Attends meeting to the main office with regards with company’s plan for expansion.
• In charge with the Annual Inventory of the Company Properties.