Executive Assistant to Chief Business Support Officer/ CFO
Etihad Rail Comonay PJSC
مجموع سنوات الخبرة :15 years, 5 أشهر
Experienced and highly organized Executive Assistant with a proven track record of providing
comprehensive administrative support to C-suite executives. Adept at managing complex calendars,
coordinating meetings, and handling confidential information with discretion. Skilled in streamlining
office operations, optimizing efficiency, and enhancing executive productivity. Strong communicator and
problem solver, committed to ensuring seamless workflow and contributing to the achievement of
organizational goals".
Job responsibilities:
• Execute all corresponding duties including but not limited to taking notes, preparing
drafts, typing memos and letters, following up on administrative issues internally, with
other departments and selected external bodies.
• Analyze incoming memos, submissions, and reports to determine their significance and
plan their distribution accordingly.
• Prepare a time management diary to ensure the Executive is able to attend all key
meetings according to planned schedules.
• Manage and request office supplies through online application and follow up on approval
process and purchase order.
• Liase with other companies for meetings, information update and documents as required
• Liase with employees/departments to seek an update on any ongoing internal initiatives.
• Prepare reports, and materials for publications and presentations.
• Schedule appointments/ meetings and all related issues regarding the distribution of
meeting agendas, booking of conference rooms, catering and material arrangements.
• Translate required documents from Arabic to English and vice versa.
• Develop Executive presentations for high level meetings such as Senior Management
Meetings with Top Management and the board.
• File, update and retrieve corporate documents, records, and reports related to business
unit.
• Maintain copies of personnel records, such as leaves, business trips, expense reports and
coordinate the same with HR.
• Managing 2 Sector’s Chief’s Offices in parallel for 2 years holding the same duties as
above.
• Act as a delegate for Executive Assistant for Chief Finance Officer in case of leave.
• Manage the Sector’s L2 Scorecard for strategic reporting.
• Any other duty assigned by Line Manager
CEO Personal Assistant Responsibilities
Manage incoming and outgoing CEO’s mails, phone calls and correspondence.
Manage CEO’s schedule and update diary accordingly.
Co-ordinate internal and external meetings involving CEO, MD, EC members and others as required (including refreshments etc.) and provide necessary follow up.
Preparation and typing of documentation.
Maintenance of accurate, comprehensive and accessible documents and electronic filing system.
Developing and maintaining professional communications with both CEO and assigned main contacts, internally and externally.
Maintain CEO’s meetings, including taking notes, preparing/drafting minutes of the meeting for CEO’s review and ensuring approved minutes are communicated and shared with the involved team members.
Coordinate and confirm all corporate travel arrangements for the CEO.
Communicate with the VIP customers for any inquires.
Coordinate and follow up with the HR and administration Manager/Team to ensure execution of the CEO’s instructions related HO maintenance and administration related activities.
Coordinate with the other departments in all the company to/and ensure ensure execution of the CEO’s instructions.
SAP approval on behalf the CEO for the annual leave who is reporting to him.
Update and control the payment terms and credit limits for the customers by using SAP.
Perform other tasks assigned by the CEO.
Customer Service Assistant Responsibilities
Analyze complaints and returned materials to identify root causes and properly address solutions.
Follow up with complaints and record the update.
Complaint Monthly report and other reports if it’s needed.
Update the Customer’s databases.
Track and Record the returned materials.
Credit note analysis before submit it for the final approval.
Data analysis for the stock (physical vs. actual).
Marketing Assistant Responsibilities
Update the website
Coordinate between Design department and sales team for any inquires.
Company new catalogue development.
Send invitation, greeting cards...elc. to the customers
Monthly newsletter
Showroom inquires.
CEO Secretary Responsibilities
Assign & monitor clerical, administrative and secretarial responsibilities and tasks among office staff.
Oversee all travel arrangements (booking flights, hotels, car hire, transportation, etc.).
Managing the CEO’s diary.
Assisting the CEO in planning, co-coordinating and organizing all meetings and following up with the clients.
Prepare and revise documents including presentations, Memos and report for general correspondence.
Confidentially keeping records and files related to the CEO, sorting, categorizing and arranging them well to facilitate access to them when needed.
Ensure security and confidentiality of data.
Attend meetings at the request of the CEO and prepare minutes of the meetings.
Translating documents from English to Arabic & Arabic to English.
Attending Sales, Marketing & Asset Department events.
Board Secretary Responsibilities
Board meeting preparation.
Conducting research’s, compile data and prepare papers for consideration and presentation to the Executive Director, staff and Board of Directors.
Maintains records of the board and ensures effective management of organization's records.
Manages minutes of board meetings.
Ensures minutes are distributed to members shortly after each meeting.
Is sufficiently familiar with legal documents (articles, by-laws, IRS letters, etc.) to note Board meeting preparation.
Interact with the organization’s shareholders if needs.
Marketing Executive Responsibilities
Organizes and manage press releases and media events in order to ensure dissemination of the company’s development progress and events.
Maintain contacts database.
Monthly newsletter.
Stays abreast with the latest real estate market developments and trends which may impact the company’s activities and image.
Conduct online media research to select the best online devices to reach target audience
Stays abreast with the latest real estate market developments and trends which may impact the company’s activities and image.
Market Research.
Execute corporate communications activities such as Events, Exhibitions & Sponsorships.
Company projects collateral (presentations, flyers, factsheets, customer reservation, customer questionnaire, Q&A, etc.)
Maintaining and updating information on the organization’s website;
Managing and updating information and engaging with users on social media sites such as Twitter and Facebook.
Manage filing system.
Monitor record keeping.
Ensure security and confidentiality of data.
Monitor and maintain office supplies inventory.
Ensure that there is adequate supply of stationery and equipment.
Handle customer inquiries and complaints.
Responsible for monitoring and documentation control.
Employee insurance & claims.
Manage technical support functions (assessing needs, gathering information and performing solutions).
Handle high level of confidential and sensitive information.
Internal scheduled/regular meetings preparation & attendance for all Periodic Meetings (management meetings).
greet customers
find out the customer's needs
recommend, select and help locate the right merchandise
describe a product's features and benefits
demonstrate use and operation of the product
answer customer queries regarding the store and the merchandise
provide information about warranties, manufacturing specifications, care and maintenance of merchandise and delivery options
provide information about financing available
receive and process cash, check and charge/credit payments
provide change and receipts
bag or package purchases
count money, sort charge slips and balance monies
maintain sales records
place special orders
organize and process merchandise exchanges
process repair or alteration of merchandise
stay current with sales prices
recognize and monitor security issues
arrange and display merchandise
keep merchandise area tidy
take stock inventory
requisition new stock
greet customers
find out the customer's needs
recommend, select and help locate the right merchandise
describe a product's features and benefits
demonstrate use and operation of the product
answer customer queries regarding the store and the merchandise
provide information about warranties, manufacturing specifications, care and maintenance of merchandise and delivery options
provide information about financing available
receive and process cash, check and charge/credit payments
provide change and receipts
bag or package purchases
count money, sort charge slips and balance monies
maintain sales records
place special orders
organize and process merchandise exchanges
process repair or alteration of merchandise
stay current with sales prices
recognize and monitor security issues
arrange and display merchandise
keep merchandise area tidy
take stock inventory
requisition new stock
gift wrapping