Executive Assistant To Director
General Electric - United Arab Emirates
مجموع سنوات الخبرة :18 years, 2 أشهر
• Coordinated complex scheduling and extensive calendar management.
• Manage, coordinate and arrange senior executives travel and travel related activities such as flights, hotel, visas
• Manage professional and personal scheduling for the GM, including agendas, mail, email, calls, travel arrangements and other company logistics
• Arranging travel and logistics for Executives visiting the region. Liaising with other EA’s as business requirements
• Point of contact to the GM’s and gate keeper to his office
• Maintain professionalism and confidentiality at all times
• Maintaining filing system of important documents
• Processing medical claims for Executives and liaising with PRO’s, collating documentation coordinating and scheduling appointments for visa renewal
• Managed communications between HR and employees and handled all employee calls
• Organizing team communications and plan events
• Handled all admin related tasks
• Extensive Calendar Management, scheduled meetings, organized business travel, flights, hotel and visas for MD & Executives
• Prepared expense claims and timesheet on a weekly basis for Senior MD’s
• Generated all reports on a weekly basis for GM review for smooth functioning (Salesforce & Lawson)
• Take Minutes of meeting and circulate action points accordingly
• Assisted in client/company events and conferences
• Billed clients as per every assignment and follow up with finance on payment
• Ensured all systems are updated on a regular basis
• Handled all incoming calls, mails, emails, visitors
• Managed Payment of utilities and other office essentials
• Established and managed supplier relationships for office operations
• Handled petty cash / company credit card payments and vendor payments
• Point of contact on the ground for IT issues.
• Liaising with building management for any repairs/maintenance
• Arranged workshops/training/ conferences
• Responsible for all travel arrangements flight
booking, visas, expenses, transportation for
General Manager.
• Prepared agendas and presentations
• Coordinated and scheduled
appointments/meetings
• Arranged conference rooms & facilities for
meetings
• Organized customer and partner dinners and
other activities during events and training
• Prepared contract agreements, invitation letters
& all necessary arrangements to facilitate any
marketing Event.
• Oversaw event planning, including associated
travel and logistics e.g - Arab Health/Distributor
training
• Initiated all workflows and followed business
policies and procedures to ensure efficient and
smooth functioning
• Primary point-of-contact between Sales, internal
marketing and production teams for training &
• Keep track of travel and leave plans of team
members.
• Prioritized letters for tenders, equipment &
product related.
• Developed sales techniques, conveyed
exceptional support, resulting in increased
reliability and higher profits.
• Handled company accounts; customer order
requests, approvals on equipment configuration,
order processing, coordinating of customer
service needs and operations.
• Requested vendor /supplier quotes and followed
up to ensure quick turnaround
• Supported EHS programs and completed EHS
trainings
• Assisted in audit process, payments to
vendors/partners etc.
• Oversaw preparation of quotations to clients, follow up on outstanding payments, prepare expenses in timely manner & handle petty cash.
• Analyzed and developed solutions for customer issues regarding products, delivery schedule etc. via telephone, email, and in person inquiries.
• Arranged transportation to/from hotels and airport for Senior Management.
• Prioritized meeting schedules, meetings materials and diarizing calendars for stakeholders
• Responding to emails in a timely manner and handling all incoming calls professionally
• Handled all corporate events, booked conference rooms, arranged out of town conferences & agendas, handled travel, visas and hotel accommodations.
• Proactively resolved any issues to ensure smooth functionality of workflow.
• Prepared presentations for Management.
• Created, prioritized and modified documents &
employee records making the office more
efficient using Excel and Data sheets.
• Implemented processes and procedures that
increased operational efficiency; managed daily
functions of the office and premises.
• Responsible for coordinating onboarding
process for new employees, preparing expenses
for staff and Management in a timely manner
• Created and maintained spreadsheets and
managed office inventory and ordered new
supplies.
• Setup Regional office (interiors/IT/telecom) on approval from authorities - TECOM
• Reduced administration costs considerably by negotiating pricing and services while ensuring the continuation and enhancements of services.
• Handled residence visa process for employees thru TECOM
• Managed office accounts, day to day calendar of company’s senior director and travel schedules.
• Handled client packs /proposals and CV’s for the Partner and Directors ahead of meetings.
• Trained staff on various program system on business processes to ensure adherence to company policy.
• Transcribed and distributed minutes of meetings.
• Maintained staff records annual leave, sick leave
and travel schedules.
• Provided logistical support to visiting executives
in coordination with other Executive Assistants.
• Liaised with other administrative team
member’s, human resources finance and
marketing on projects and events.
• Processed all expenses reports for department
team members.
• Coordinated inventory orders, office &
marketing material/stationery.
• Liaised with DIFC on networking events and visa related matters, responsible for preparing client packs, proposals and presentations, arranging meetings, making travel arrangements, maintained client and candidate database.
• Managed the smooth transition of the office and set up the new office, Liaised with contractors and facilities management
• Other major duties include arranging travel, handling budgets, managing all Marketing events and other documentation
• Handled duties such as: Applied for Bank Guarantees and L/C’s & maintaining its records, scheduling appointments, preparing airline sales reports and hotel agency report on a monthly basis, preparing loan/salary transfer letters and salary certificates for employees etc.
Specific responsibilities highlighted includes: recruiting employees, screening applications, administering payroll and benefits, maintaining employee records & preparing all employment related letters, organizing coordinating training & induction programs, staff travel arrangements
1996 - BA Psychology and Sociology, University of Bombay, India. Specialized Training
Diploma in Secretarial course from Davars Secretarial College, Bombay, India (Shorthand, Typing, Computers, Business Correspondence, Filing, Practical Office Routine)