Executive Assistant
Mondelez International Formerly Kraft Foods MiddleEast & Africa
Total years of experience :18 years, 10 Months
Diary Management for Directors
Making appointments, scheduling and attending meetings
Dealing with the post and highly sensitive/confidential information
Screening telephone calls, inquiries and requests
Assisting with other personal errands as requested
Travel management, arranging of visas and booking flights
Expense claims
Support the marketing team with their flights, hotels & visa
Assist in marketing activities for the brand teams
Additional support to the Marketing Director for Cheese and Director for R/D
Key facilitator for Team/ Department Events
Conference logistics
Assisting global team travel/ visa arrangements
Organizing Trade Visits
Assisting with team lunches/dinners
Arranging conference calls, telepresence meetings for Marketing Director and team
Upkeep of the marketing storeroom
Ordering samples for marketing department
Preparing training material for marketing department when needed
Preparing NOC and JAFZA letters for all company employees
Preparing PO’s for company cars
Providing access cards for all old and new employees
Assisting with all issues related to new staff with regards to immigration issues
Preparing PO’s for all things related to payment of company mobile phones, DEWA, Electricity, Yearly office rental etc.
Assisting with relocation of expats when needed
Full spectrum training coordination role
Customer service and Training support
First point of contact for potential trainees and clients
Dealing with inquiries and providing information and guidance
Dealing with issues and troubleshooting
Advising Trainers on training administration queries
Course materials:
Preparation of all course materials in line with quality standards
Working closely with the market department on all course material going out to print
Proof-reading and editing course materials and training schedules
Ordering training materials
Event coordination
Arranging flights and accommodation for training delegates and resources
Catering/ F&B for training courses
Collating feedback forms
Reporting & Certifications
Updating the training attendance register
Preparing monthly reports for the Training Manager
Updating the Certified Engineers database
Managing accreditation documents - candidate registration, programme registration, certifications
Additional responsibilities
Responsible for the day to day running of the technical department
Preparing purchase orders for Technical department
Internal grade: Senior Administrative Assistant
Company industry: Aerospace, Automation and Control Systems, Life Safety
• Screening telephone calls, inquiries and requests
• Ordering of office supplies
• Welcoming and looking after visitors
• Organising and maintaining diaries
• Making of appointments
• Dealing with email, faxes and posts
• Liaising with clients, suppliers and other staff
• Travel and accommodation arrangements
• Arranging of travel visa’s for staff and contract employees
• Compiling monthly travel summary for accounting department
• Typing of correspondence when needed
• General admin work
• Screening telephone calls, inquiries and requests
• Ordering of office suppliers
• Welcoming and looking after visitors
• Organising and maintaining diaries
• Making of appointments
• Dealing with email, faxes and posts
• Liaising with clients, suppliers and other staff
• Organising, attending meetings and ensuring the Director is well prepared for meetings
• Organising and storing paperwork, documents and computer based information
• Travel and accommodation arrangements
• Visa applications
• Providing general assistance to manager during presentations
• Devising and maintaining office systems to deal efficiently with paper flow
• Carrying out background research and presenting findings into subjects the Director is dealing with.
• Coordinate luncheons for both office and off-site meetings
• Approvals of loans for employees
• Assisting other executive members with Power Point presentations
• Transcribing
• Help to facilitate in-house training for consultants
• Formulating procedures for systematic retention, protection, retrieval, transfer, and disposal of records.
• Handling highly confidential files and records, including correspondence, budgets, complex financial reports and Staff documentation
• Meeting scheduling
• Seeing and helping clients to register on a government database
• Helping clients with their government tender applications
• Calling of clients for information
• Data capturing
• Inputting of information collected onto a live website
• Answering and screening of incoming calls
• Filling
• Ensuring that protocols with regards to tender applications are followed
• Email management
• Organising, maintaining of paper and electronic files
• Looking after visitors
• Monitoring of stationery suppliers and reordering where necessary
• Answering the telephone and providing switchboard cover
• Assisting members of the executive department when necessary
• Typing of office correspondence
• Data entry
• Follow up with clients
