Executive Assistant
Multinet Trust Exchange
Total years of experience :19 years, 3 Months
Professional Summary:
Provide administrative support and guidance to Chairman and MD about the day-to-day management of their organizations, including compliance with legal and statutory requirements.
Core Assignments:
Maintain strict confidentiality and interact professionally with all levels of management, staff and business associates.
Maintain to the date filing systems for smooth data retrieving.
Arrange meetings/conferences; prepare presentations and other related tasks on behalf of the MD.
Make travel arrangements for local and overseas trip.
Convey, coordinate, supervise, pursue and follow up on the instructions by the MD to the respective staff.
Undertake other special assignments, functions and related duties as and when required by the MD
Coordination with internal departments, subsidiaries, bankers, PRO and government offices.
Filter general information, queries, phone calls and invitations to the CEO by redirecting or taking forward such contact as appropriate.
Ensure guests meeting with the MD are well taken care of.
monitor the company admin expenditure budgets including updating, forecasting, monitoring and processing invoices, payments and expenses
Handle all renewals of tenancy contracts company properties
Handle all insurance renewals of company vehicles
Handle employee health insurance procedures
Handle renewal process of company trade license
Purchasing of pantry supplies
Any other admin related task assigned by the management
Professional Summary:
Started with the company as an Executive Assistant and reported to the Business Manager (Procurement dept), I am working as a buyer cum expeditor and also providing reports to the management on weekly bases.
Core Assignments:
Promptly receive and screen incoming telephone calls to the Manager, providing friendly and professional greeting, taking messages as appropriate, and eliciting necessary information to allow timely and accurate responses. Respond where appropriate.
Remain aware and update Managers schedules.
Promptly screen and distribute incoming email, responding where appropriate.
Assist with organize meetings and/or special events including meetings, conferences etc. Arrange for catering, locations, distribution of information with respect to the event or handouts for the event.
Develop and maintain well organized filing system that permits easy reference and rapid retrieval of information.
Arrange travel, hotel, and car reservations and prepare itinerary, both corporate and personal for the
Manager.
Perform addition functions as directed or assumed on personal initiative.
Communicate with other departments, vendors and executive management to ensure that the procurement goals are met effectively and efficiently.
Experience with sourcing suppliers for the commodities / goods purchased, negotiating contracts.
Handling more complex project requirements for automotive spare parts, IT and plumbing supplies for Iraq & Afghanistan and local Purchases.
Liaising with potential vendors for achieving the cost effective procurement actions.
Negotiating with the vendors for the best performance on pricing and delivery in order to tap any cost savings/cost reductions before issuance of final order to a vendor.
Professional Summary:
Joined the company as Administrative Associate reporting to Procurement Manager and was handling general administration. Experience in procurement functions & procedures. Within a year was promoted to Sr. Administrative Specialist wherein was given added responsibilities of generating weekly and monthly Metrics for the Senior Management.
Core Assignments:
Trained in PP+/SAP to issue RFQ’s, negotiate and generate Purchase Orders.
SAP certified buyer for procuring and supplying chain assistance for US Army materials requirement in various regions of Middle East, Asia and Africa.
Performed the related procurement actions in complete concurrence with US Government/FAR
procurement compliance procedures.
Handling day-to-day administration of the office and raising requisitions for Office Supplies and other requirements whenever necessary.
Maintaining a record of all sick leaves taken by the employees.
Coordinating with the HR Dept for the processing of all leave forms for Local hires and Expats
Handling all Bookings and Travel arrangements for all the Expats working out of MEPSC and Visiting
Senior Management.
Preparing & checking expense reports for expats that go on business trip.
Appointed as “Trainer” for providing support to the new joiners to work on Time sheets and helping them complete their mandatory online trainings (COBC - Code of Business Conduct, TIP - Trafficking
Handling the front office & switchboard and transferring calls.
Arranging conferences, hotel booking, conference rooms & transport.
Posting of general entries, payment & receipt vouchers
Preparing LPO related to any office purchases.
Handling the daily couriers
Reporting directly to the General Manage and F & A Manager and assisting them in the day-to-day activities.
Keeping a track of all the employee records.
Handling petty cash for day to day misc. expenses
Self-correspondence / receiving and sending emails and fax.
Typing of reports and various correspondence letters.