CEO Executive Assistant
Abu Dhabi Ship Building PJSC
Total years of experience :20 years, 3 Months
- Checking timesheets and processing payroll,
- Invoicing,
- Responsible for Office Coordinator, Receptionist, Cleaner and Driver
Financial Management
- Payment processing,
- Credit control, cashflow forecasting, reconciliation, expenditure tracking, job costing, financial reporting, annual returns, liaison with accountants. Managing the budget and provision of office equipment, IT and Stationery
- Development and implementation of HR systems, processes, policies and procedures HR reporting and statistics. Ensure that all HR policies are up to date with legislation and are accurate. Ensure HR policies and statutory procedures are adhered to and applied consistently.
- Responsible for issuing offer letters and contracts to all new employees. Co-ordinate new starter inductions and training for all departmental staff
- Liaise with line managers to ensure probationary period assessments are completed on time and issue paperwork.
- Coordinate and manage appraisals, salary reviews and other employee benefits.
- Recruitment and retention, including defining roles and responsibilities, person specifications, liaison with agencies, preparing and placing recruitment adverts, negotiation of terms, interviews, etc
- Support managers in the Performance Review/Appraisal process and initiate appropriate action
- Ensure exit interviews are carried out and action any areas for improvement.
- Provide advice and support to all employees on day to day HR issues.
- Prepare documentation for management meetings
- Managing and monitoring absence and holiday/sickness
- Supporting the Managers with all HR related matters including disciplinaries and grievances, absence management and equal opportunities
- Provide advice and guidance to managers and employees on HR policies and ensure all HR policies and procedures detailed are in line with current employment legislation.
- Develop and maintain effective career development and performance management systems
I.T. Management
- Server maintenance,
- Monitoring hardware/software specifications and licensing schedules,
- Data protection,
- Liaison with IT support,
- Creating new users/deactivating old users, adhoc IT queries, upgrading of IT systems.
- Ensure that new hardware and software are made ready for new recruits.
- Responsible for electronic document control, storage and archiving.
Premises Management
- Liaison with Building Manager,
- Ensure compliance with H&S regulations,
- Management of utilities for office,
- Stationery ordering,
- Professional indemnity & office insurance.
- Health and Safety Management
Communication and Marketing
- Website maintenance, updating company profiles and keeping senior staff CV’s uptodate
- Ensure replenishment of business cards for staff and collaterals
Administration
- Oversee the day to day running of the office and act as a trouble shooter to resolve office problems, archiving, Control of confidential correspondence
Commercial and Legal
- Ensure that all legal documents of the Company are safely stored and be made available at short notice
- Keep up to date all commercial document templates
- Ensure that trade licences and the insurances are renewed on time.
- Take leading role in ISO accreditation of the office.
- Carry out Audits to ensure that ISO requirements are adhered to. Nominate a Quality/Safety Officer (s) to assist in the maintenance of the ISO system
capabilities within the team to manage administrative and support requirements of the newly integrated function including:
o Job descriptions and due delegation of duties to direct reports (Administrators, Office Assts & Drivers)
o Management of performance (target setting, PDR review & feedback for improvement)
o Responsibility for team’s deliverables (quality control & timeliness)
• Office/Management: Responsible for complete supervision and active management of the Office on all administrative matters & fully responsible for smooth day-to-day department operations .
• Office/Management: Responsible for development, management and monthly review of variances against the budget .
Project Tracking Activities (PM): Set-up & Operations
• PM/Set-up: Data entry of Annual Department Level Objectives (as per Annual Corporate Planning Exercise with Corporate Strategy) and quarterly collation of inputs from departments to update status against deliverables; Establishment of automated/efficient process (eg. SharePoint) for this activity
• PM/Set-up: Collation and tracking of all AMLAK Cross functional Projects that require C-level visibility; Maintenance of the central repository with a unified reporting platform (application TBD with IT) - under the oversight & management of Corporate Office
o Ensure all project related documents are maintained, reports provided by departments are as per compliance guidelines and follow up communication is logged
o Update/redefine as needed existing BTO Governance & Standards for more efficient process management in compliance with best practice standards.
o
Executive Assistance (EA): CEO + VP/Corporate Office
• Responsible for coordination, integration and overall administration of all correspondence from the offices in a timely fashion with a high degree of accuracy - e.g. email, phone, general correspondence - including deployment of a streamlined process/redirecting communications to other businesses as needed
• Responsible for managing the calendar with an optimized process for weekly schedule management (i.e. prioritizing critical meetings/ appointments/ engagements); coordination with relevant internal departments, stakeholders and external entities and handling any travel arrangements
• Management (incl. drafts and content edits) of preparation, final production and controlled distribution of reports and presentations (English & Arabic language); Document custodian responsible for maintaining log registry and updated version of all consolidated records on file
• Responsible for supervision of all required financial administration for the office, including data entry, raising and processing invoices, monitoring payments, travel and subsistence reconciliations, liaising with the Finance Department to resolve any matters
• Responsible for management (incl. set-up and organization) of all corporate level Stakeholder meetings, Monthly Department Review (MDR) Meetings and Quarterly Mgmt Workshops etc.
• Miscellaneous executive assistant duties as assigned
Secretarial Support (Sec): Board of Directors
• Manage coordination, organization and operations of Amlak related meetings incl.
o Pre-Session - Schedule coordination and travel arrangements relating to Amalk activities with BoD Members’ PAs; Document preparation & advance correspondence ie. communication of agenda and post-meeting communication of any memorandums
o Session - Meeting set-up, Attendance logs, Minute taking
o Post Session - Action follow ups, reporting on deliverables, preparation & circulation of memorandums and supporting documents requiring approvals and/or secondary review
• Liaison for all communications/correspondence with BoD Members regarding engagements
• Custodian of Amlak Board papers and responsible for management and circulation between stakeholders
Key Responsibilities:
• Planning, developing and coordinating the execution of program policy, procedures and operations for CEO Office while monitoring compliance with company policies, procedures, regulations and appropriate laws.
• Organizing meetings with the directors and managers and preparing the agenda of the meeting. Effecting updates and maintaining minutes of meeting and dictation taken to update and track information.
• Liaising with Directors and Managers for resolving pending issues, assisting in developing KPIs for the CEO office's employees and managing VIP guests participating in meetings and conferences.
• Screening all incoming calls to the office, performing detailed checks of contacts and references prior to granting an appointment or a meeting with the CEO, in addition to keeping all parties involved updated in case of any change in schedule.
• Maintaining, updating files, file index, databases, records, etc and managing hard copy, electronic files and records. Organizing and reviewing all incoming/outgoing mails and maintaining all confidential data and correspondence related to the CEO.
• Fostering effective communication between the CEO and media, conveying CEO's instructions to secretaries and other admin staff during weekly meetings.
• Designing presentations for internal/external events and meetings by liaising with designated officials from diverse sectors and customer representatives to ensure active participation of the entire team.
• Assuming responsibility for organizing events for VIPs, maintaining calendars and regularly updating personal information of all contacts.
• Assisting with the development and implementation of reporting procedures for weekly revision and board meeting between the chairman and the CEO and overseeing maintenance of department records.
Key Responsibilities:
• Managed, marshaled and augmented human and infrastructural resources for optimal deliverable efficacy by motivating and interacting with staff.
• Performed general office and telephonic duties, arranged appointments and responded to inquiries by telephone, mail, email or fax. Arranged meetings, conferences and conference telephone calls.
• Planned, developed, modified, implemented and evaluated personnel and labor relations strategies involving rules, standard policies, programs and procedures to address organizations human resource requirements.
• Organized diary management and scheduled appointments and meetings and resolved problems requiring in-depth knowledge of company policies, procedures, and projects in progress.
• Ensured accurate maintenance of files for all supplier agreements and contract documents. Analyzed supply requisitions, proposed the material procurement accordingly and ensured optimum supply.
• Collected and reviewed time sheets for accuracy, reconciled process as needed, conducted payroll adjustments, expenditure transfers, retro pay and leave payouts.
• Arranged for all travel and accommodation requirements of the CEO on all in country and overseas visits, calibrated agenda and itinerary of programs scheduled, provided background information and took notes of minutes as required.
• Worked on the internal Hotline CRT system of the company, received and logged customer calls complaints into the system and resolved customer complaints with strict adherence to policies and procedures.
Key Responsibilities:
• Developed protocols and maintained information for key administrative matters, supported the General Manager as assigned by performing administrative duties and handled numerous confidential professional/personal matters with discretion and diplomacy.
• Efficiently executed all personnel functions, travel arrangements, arranged for hotel accommodations, organized lunch/dinner for the international clients and fulfilled request for disbursements.
• Responded to routine requests for information from officials, employees, members of the staff, the public and other individuals.
• Prepared departmental files, maintained file system of departmental
records and distributed correspondence, memorandum, reports and other
related materials.
• Computed monthly summary for petty cash funds reports to provide accurate cash position. Gathered/summarized data for briefs, sales/other reports, routine correspondence and reported on the same to the top management.
• Used knowledge of various software programs to operate computers in an effective and efficient manner. Maintained online address book, updated contacts on a regular basis and developed internal/external network of contacts on behalf of the executive.
• Built knowledge of key issues to effectively identify priorities.
Other Professional Experiences:
• Jan 1999 - Jan 2004: Executive Secretary to the General Manager - Moramed for Medical Equipment, Damascus -Syria
• 2001- 2003: English Language Instructor - Government High School- Syria
Training: • Project Management - FME Training and Development
