Executive Assistant and Commercial Administrator
Al Futtaim Group Real Estate LLC
Total des années d'expérience :27 years, 11 Mois
(Playing an important role as Executive Assistant to Commercial Director and as a support to the Commercial, Contracts, Infrastructure and Development departments in various administrative areas, liaising with Legal and various Departments of DFC and with consultants - Internal and External)
•Support in areas of calendar management, organising the details of special events, travel arrangements, corporate agendas, and itineraries.
•Plan and organize corporate strategy meetings and develop reports/presentations for related on-site and off-site meetings
•Provide executive level administrative support to the Commercial and Contracts department, with demonstrated ability to improve procedures and meet demanding deadlines.
•Liaison between all impacted departments to ensure proper communication and reporting practices
•Collaborate with departmental managers on weekly numbers for master reports to facilitate the accurate and timely editing and compilation of tenders, agreements and contract documentation from draft to finalization to distribution
•Provide document management support to the department in areas of preparing, analytical reports, reviews, recommendations, correspondence, organizational charts, quarterly goals charts, time keeping, mass mailings and keeping proper records of distribution via transmittals to ensure timely action
•Setting up, organizing and maintaining proper filing systems on transparent coding lines.
•Assist the senior network consultant with basic troubleshooting of hardware and software and organise and improve administrative functions and systems to ensure smooth operations in the Department
•Own the update of the documents on the Commercial server, uploading the latest and correct versions of proforma agreements and contracts and holding responsibility by maintaining a track history of all changes.
• Providing administrative support to the Regional Retail Leasing Director for each of the 4 Malls viz in Dubai, Cairo and Doha,
such as: meeting and travel planning, expense reimbursement, document drafting, gate keeping/call screening, interview coordination, managing distribution groups and other record-keeping functions
• Managing Calendars for the Director, General Manager and the Business Development Manager.
• Managing assignments that can be diverse and require a high degree of initiative, as well as, independent action and sound business judgment
• Maintaining discretion and confidentiality while interfacing with all levels of the organization
• Analyzing problems, determining approach, compiling and analyzing data, and preparing reports/recommendations
• Acquiring from regional Finance - budget reports for various malls to assist in closely monitoring rental of units to ensure maximum occupancy and premium level of rentals.
• Co-ordinating with Finance to provide Financial and Debtors reports for every region.
• Assisting with HR functions for On-boarding and Off-boarding formalities.
• Managing and coordinating internal team meetings; including agenda management, scheduling luncheon orders and taking meeting notes for the convenor.
• Uploading relevant documents for all lease documentation on Yardi Voyager.
• Preparing Payment schedules as part of documentation to prepare Lease Agreements.
• Creating and Issuing Ejari Contract and Certificates to tenants, in Dubai.
• Generating Memos on GIAMS for Senior Management authorisations.
• Negotiating and managing vendor contracts with multiple vendors for the most cost-effective rate to stay within budget, managing the contract process within our Group Procurement team through Ariba Spend Management.
·Administrating Duties :
Looking after the office administration routine - viz. Filing and email systems, monitoring and maintaining inventory of all equipments, furniture, etc., Co-ordinating the office functions and handling correspondence, couriers.
·Radio Support Duties :
Scheduling all the liners, promos, competitions for every show daily, handling and attending to Competition winners, arranging and scheduling systems and equipment with engineers for live broadcasts, liaising with Radio Engineers for continual running of On Air Systems. Arranging Management meetings and follow -ups thereafter. Co-ordinating with the Sales and Marketing teams for various events and programmes. Reporting regularly to the Chairman on the functioning and Music/Ads/Sweepers production of the Station.
Administrative Functions :
• Provided strong administrative support to Top Management, successfully balancing corporate and personal schedules.
• Established strong relationships with international, national and local contacts. Dealt tactfully with sensitive and confidential matters. Maintained an efficient and functional office environment, ensuring that all business matters were successfully resolved.
Accounting Functions (reported to HO-London):
• Maintained the compiling and incorporating of all books of accounts, cash and bank reconciliations, Preparing Invoices and payments.
• Prepared Annual Budgets, Financial reports-Comparative Analysis of Budgets : Forecast v/s Actuals, adhered cashflow to strict budgetary control and consistently met stringent time and quality deadlines.
Business Activities :
• Arranged multi-level meetings, conference calls and business luncheons, ensuring a seamless flow to the day.
• Liaised and developed productive professional relationships with peers and management worldwide.
HR Support Activities :
• Maintained confidential files, liaised with placement agencies, organised entertainment programmes, monitored the movement of staff - on leave, on outside duty, etc.
Marketing Support activities :
• Logistics and Event management, preparing presentations, reports, plans and questionnaires for various vertical segments and thereafter drawing up an analysis of such surveys, effective follow up on/for management decisions/ approvals.
IT Equipment - maintenance and support :
• Maintaining a record of all softwares, virus kits, etc. Troubleshooting small and manageable problems, updating/ upgrading all the softwares as per availability.
• Intricately involved in the company's start up and growth, set up the office effects at 3 locations, assisted in opening all branch offices, ensured the efficient day-to-day running of all business operations and provide confidential administrative support to the CEO
• Planned and organized schedules for corporate and personal travel. Coordinated complex global travel arrangements for annual conference, as well for international travel on an ongoing basis.
• Responsible for the training manuals and the implementation and completion of all training programs, assisted HR Singapore in troubleshooting, payroll and employee benefits issues.
• Actively involved in recruitment activities at Engineering schools and conventions across the country. Represented the company at five events.
Marketing functions :
• Maintained the marketing database with respect to Industry segments, competition, geographical locations, etc.
• Liaised and developed relationship with Media, managed Events, Seminars, Product Launches, Generic Product demonstrations, Liaised with the SSA offices globally to support the Sales team.
• Designed, prepared and distributed the in house magazine "Livewire",
• Carried out several Mailer campaigns and subsequent follow up, updated clients and Press regularly on the developments in SSA worldwide and maintained the Global SSA database of sales opportunities worldwide (Asterix)
Finance Functions (till January 1998) :
• Compiled reports relating to company performance. Helped the company achieve consistently positive audit results over three-year period.
• Handled financial matters, including A/P and A/R. Maintained all books of Accounts, reported cash flow of expenses and collections on a daily basis, prepared Quarterly expenses forecast and managed cashflow against it, handled employee payments viz. Salaries, Travel expenses, etc.
Major Subjects - Financial Accounting, Economics and Business Management. Continuing Education at Narsee Monjee Institute of Management Studies (NMIMS) in Business Administration