Personal Assistant to the Chairman
Maxipay Accounting Services Ltd
Total des années d'expérience :8 années, 10 mois
● First point of contact; dealing with correspondence and phone calls.
● Managing diaries/daily schedule, organizing meetings and liaising appointments.
● Booking and arranging international flights/travels. Preparing cars, accommodation, and activities.
● Taking minutes of meeting, typing, compiling, and preparing reports, presentations, and email correspondence.
● Managing database and filing systems. Implementing and maintaining procedures/admin systems.
● Handling incoming invoice from suppliers/dealers regarding home furnishing etc.
● Organize deliveries and liaising with staff, suppliers, engineers, managers, etc.
● Coordinating with office finance team, IT team, and Managing Director & Operations Manager based in UK.
● Managing three properties owned by the Chairman (in Dubai, Cyprus, and UK).
● Conducting research in various topics and summarizing in a memo.
● Collate, consolidate in spreadsheet, filing, and request payout of expenditures.
● Handle and ensure confidentiality and sensitive information or any documentation.
● Receive and open all mails, emails, and packages/couriers. Arranging international shipments.
● Keep up a proper filing system.
● Track and follow up on requests and tasks and push for immediate action.
● Maintain up-to-date validity of ID’s, visas, licenses, insurance, ensure periodic household maintenance of all three properties (Dubai, Cyprus, UK), medical records, etc.
● General office management such as purchasing stationary / office supplies.
● Point of contact between the staff from the 20 Jumbo stores/showroom across UAE and the
people from the office (i.e. HR, Finance, Retail Managers, Customer Service head, Training
Supervisors, etc.). Coordinating and liaising between these departments.
● Execute admin support across the organization to the highest quality standards.
● Greet and welcome guests and office staff, as soon as they arrive.
● Direct/refer visitors to proper departments or provide the guest with the necessary information
(whether in person or in email or from a phone call).
● Receive, screen, sort, and forward incoming emails and phone calls to appropriate people.
● Distribute or send daily deliveries or couriers.
● Maintain a clean and tidy reception/receiving area.
● Keeping a logbook for office (safety) security/procedure and controlling access at the
reception desk.
● Update calendar and schedule of the driver’s trips (and keeping a logbook for sent and
received cash from the finance office to the showroom/shops and vice versa).
● Perform all ad hoc tasks assigned by the retail managers or by the HR team or finance team to
relay or to be implemented by the showroom/stores.
● Perform clerical duties such as filing, photocopying, collating, scanning, etc.
● Order and dispense uniforms, name badge, medical cards, and all basic needs and office
related requests of the store and the staff.
● Distributes evaluation forms, certificates, letters - from the retail back office or HR/main office
to the stores.
● Handles petty cash reimbursements from the stores and forwards this to the Finance team, for
reimbursement.
● Assists customer service team on after sales call out and assists marketing team also by calling
the winners from current promotions, and also assists in counter checking credit card transactions
and forwards the confirmation to the finance team.
● Maintains an up-to-date list of staff from each store from all across UAE, as well as collecting
their overtime work claims and forwards these to the finance team for payroll.
● Coordinates with HR, the newly hired staff, or the candidates for interview.
to the Chairman
● Served as the main point of contact between the organization and the Chairman.
● Handling correspondence.
● Scheduling meetings.
● Receiving calls, taking messages, and routing correspondence.
● Handling other executive’s requests and queries appropriately.
● Catering to and anticipating needs/tasks from the Chairman.
● Keep the Chairman informed of all the up-to-date daily reports from all departments and
maintain his daily schedule and meetings and activities as well.
● Prepare and coordinate weekly flight plans of the Chairman with the Airport control tower.
● Schedule and confirm business appointments and trips of the Chairman, both local and
international (Germany).
● Keeps proper record and up-to-date licenses (cars and aircrafts), driver’s license and pilot
license, flying time/hours logbook, visas, company business permits and licenses, aircraft
maintenance log book, children’s school registration cards, children’s monthly allowance and
tuition fees, etc.
● Compose and distribute office memos, routine correspondence, and reports.
● Doing errands like food and clothes shopping, and personal hygiene items for the Chairman.
● Coordinate with the Civil Aviation Authority of the Philippines for any update regarding latest
air traffic, navigation, and standards.
● Arranged a successful ferry flight of a sold aircraft of the Chairman from the Philippines to the
buyer in Bangladesh, the Chairman as the pilot. Coordinated with the ground handling team in
each country the aircraft has rested to refuel, as well as acquiring and coordinating entry and exit
permits from the (local) Civil Aviation Authority of each country, and arranging hotel
accommodation for the Chairman and his onboard crew/mechanics.
● Request and issue the Chairman’s weekly allowance from the Finance team.
courses: Completed on