Executive Assistant - Vice President Project Finance
United Arab Shipping Company
Total years of experience :19 years, 7 months
•Support the Manager - Project Finance during and post financing in preparing drawdown notices and compliance certificates
•Drafting correspondence for the Vice President
•Take and transcribe dictation on technical and confidential matters from the Vice President
•Organise, co-ordinate administrative and logistical arrangements for meetings.
•Arrange travel schedule and reservations for VP and team members as needed and at times support other departments travelling with them.
•Receiving and reviewing correspondence and flag the important ones for the VP’s review
•Receive and manage incoming calls
•Prepare memos, letters, payment instructions as advised by the Manager - PF to be sent to Lenders as well as to various Internal departments.
•Maintaining the calendar and co-ordinate with the Office Managers on the Senior Management availability.
•Maintaining contacts in MS Outlook for the VP
•Office Management/Filing and archive data for the VP on MS Outlook
•Arrange and maintain administrative requirements of the department viz. printer, scanner, stationaries
•Being the first point of contact for high profile visitors at the VP’s office
•Act as a Personal Assistant to the Vice President.
Compose correspondence/ reports from the top management dictation.
Fixing up meetings / Appointments with clients.
Document filing, and sending & receiving E-mails etc.
Attending Telephone calls and maintaining calendar
Shorthand & typing, taking typewriting job work & doing the same. Handling correspondence (internal & external) by taking dictation and preparing routine letters and other secretarial duties.
Regular coordination with travel desk for ticket booking.
Any other works assigned by the COO from time to time.
Maintenance of appointment diary and reminders for the same
Maintenance of telephone file, visiting card folders.
Meet and greet the high profile visitors coming to the COOs Office
