Executive Assistant to CEO
malomatia
Total years of experience :15 years, 4 Months
Responsibilities:
•Calendar Management:
- Coordinate and manage the CEO's schedule, including meetings, appointments, and travel arrangements.
-Anticipate scheduling conflicts and proactively resolve them to optimize the CEO's time.
•Communication:
-Act as a primary point of contact between the CEO and internal/external stakeholders
-Draft and prepare correspondence, emails, reports, and other documents on behalf of the CEO.
-Screen and prioritize incoming communications, ensuring that urgent matters are addressed promptly.
•Meeting Support:
-Prepare meeting agendas, documents, and presentations for internal and external meetings
- Attend meetings, take minutes, and follow up on action items to ensure timely
completion.
- Coordinate logistics for meetings, conferences, and events hosted or attended by the
CEO .
• Travel Arrangements :
- Arrange domestic and international travel for the CEO, including flights,
accommodations, and ground transportation .
- Provide detailed itineraries and necessary travel documents .
• Information Management :
- Manage confidential and sensitive information with the utmost discretion .
- Maintain organized electronic and physical filing systems for easy retrieval of
documents .
• Task Delegation :
- Assist the CEO in task delegation, ensuring that priorities are addressed effectively.
- Coordinate with other executives and team members to facilitate seamless workflow .
• Special Projects :
- Undertake special projects and initiatives as assigned by the CEO, which may involve
research, analysis, and presentation of findings.
• Relationship Building:
- Cultivate positive relationships with internal and external stakeholders to enhance the
CEO's network .
• Problem Solving :
- Proactively identify challenges and propose solutions to enhance operational efficiency.
Perform other related duties as assigned by the CEO in accordance with the provisions of the labor law.
• Provide efficient administrative support for the Chief Financial Officer and Finance team.
• Book appointments, organizes, and schedules meetings.
• Maintain file system and procedure manuals.
• Attend meetings, writing and distribute minutes of meeting.
• Sort, record and distribute all incoming and outgoing mail and other correspondences.
• Coordinate’s activities and maintains a monthly and yearly timetable for the Finance Office.
• Track, record, and report departmental professional developmental activities.
• Maintain various payment spreadsheets for the department.
• Any other related tasks that may be assigned from time to time by the management.
During the above work expectance, I covered the CEO’s office during the absence of his assistant’s leave along with my responsibilities as CFO’s ES.
• Transcribe and proofread legal documents.
• Accurately file documents with the court ahead of deadlines.
• Process third party and vendor invoices.
• File, organize, scan, copy and fax legal documents in a timely manner.
• Answer phone calls, take notes/messages and redirect calls when appropriate.
• Schedule court depositions, hearings, and other meetings.
• Facilitate the meeting of deadlines by keeping multiple agendas and provide timely reminders.
• Provides high-level administrative support to an assigned executive or director-level employee.
• Collects requested data and information from various sources including email and other correspondence, meeting minutes and records, and other documents; prepares summaries of findings and/or other related written correspondence as requested.
• May conduct research (within skills and expertise) to assist with projects or inquiries.
• Coordinates and schedules travel, meetings, and appointments.
• Prepares agendas and schedules for meetings, conferences, and other assigned events; takes and distributes minutes or other notes as requested.
• Responds to and resolves administrative inquiries and questions.
• Welcomes and directs visitors and clients.
• Answers and transfers phone calls, screening when necessary.
• Performs other general clerical and secretarial duties as requested, which may include recordkeeping, managing petty cash, maintaining office supplies, and coordinating equipment maintenance, and handling packages and correspondence.
• Performs other related duties as assigned.
● Act as coordinator for both internal & external parties who wish to contact the CFO & finance department for enquiries.
● Handle and schedule the CFO's day to day schedule and meetings to ensure high productivity.
● Greet, assist visitors and/ or escort them to the relevant office or meeting room.
● Schedule meetings & coordinate schedules of the CFO & communicate with the parties/ department concerned to ensure and guarantee (confirmation/ reminders/ logistics, etc).
● Answer phone calls of the CFO's office and give appropriate information to callers, screen, route calls & place outgoing calls.
● Organize & coordinate conferences, travel arrangements, transportation & hotel accommodations for the CFO.
● Arrange & coordinate meetings and maintain and establish CFO's confidential files and reports.
● Draft and/ or type reports & correspondences in order to ensure consistency and standardization of formats as well as assisting in preparation of presentations as requested by the CFO.
● Prepare efficient internet research for presentations as requested by the CFO.
● Design & implement office policies by establishing high standards and effective procedures.
● Maintain a hard copy & electronic filing system of all related documentations in order to facilities referencing and easy accessibility for the CFO & the finance department.
● Receive, sort & distribute mail and facsimiles & emails addressed to CFO & the finance department and prepare, arrange distributing the outgoing facsimiles and emails to the parties concerned.
● Train & supervise junior staff as and when required.
● Preparing documents related to the company Financial Statements, Annual General Assembly Meetings, Board Meetings, Bank Letters and Tax Department and other Government Entities.
● Maintain a good system for the signed agreements by both parties, renewed on time and relevant documents of the agreements such as amendments, bank guarantees, etc.
● Handling payments by coordinating with the accountants to prepare the payment and release to the bank; follow up with the bank to deposit the payment to the supplier bank account on time.
● Maintaining a record of postdated cheques (PDC), keeping in safe, and ensuring to deposit in the company bank account as per the cheque due date.
● Handle & maintain the company bank guarantees by recording, set up a reminder & follow up with the relevant department for renewal or releasing the same as per the company procedures.
● Perform other related duties as assigned by the CFO in accordance with the provisions of the labor law.
During the above work expectance, I covered the CEO’s office for 1 year (2012) along with my responsibilities as CFO’s PA.
After that, the CFO was acting CEO for 2 years (2013 - 2014), and I was his assistance in his both capacity as CFO & acting CEO.
I've been worked in QNB (Qatar National Bank) for 6 months from 15/03/2006 to 31/08/2006 (temporary contract) as a Teller in AL-Mall branch with good experience in beem system, and I used to do:
1- Cash withdrawals.
2- Cash deposit.
3- Checks withdrawals.
4- Checks deposits.
5- Exchanges currencies with different rates.
6- Telex transfers.
7- Monthly transfers to the accounts (Salaries).
8- Clearing checks.
9- The group & Dlala checks for share holders which we was receive it on the customers & non customers mobile phones as messages and reviewing the personal information for message holder.
I have been assigned to work with QNB (Qatar National Bank) from 15/01/2006 to 15/03/2006 (temporary contract) in customer shares applications entering, posting, and verifying for: AL-Rayyan Bank 2006.
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