Executive Assistant to MD- Paralegal
AW Group
مجموع سنوات الخبرة :13 years, 1 أشهر
•Provide and manage a comprehensive administration and support service to MD whilst maintaining confidentiality
•Assisting the MD, managing his clendar, completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries
•Setup and coordinate Board And Executive Committee meetings and conferences; prepare and distribute agendas, taking the minutes of meeting
•Prepare correspondence, reports and materials for publication and presentation
•Setup and quarterly reports of the group and subsidiaries as required
•Manage MD’s desk with respect to phone calls, emails and client visits
•Ensure translation of documents from Arabic to English and vice versa where required
•Helping lawyer prepare for court cases, including opening and closing arguments and aiding in court pleadings or motions.
•Filing case files and following up the court hearings
•Drafting documents, Memos and letters, such as mortgages, sale agreements, trust agreements, Settlement agreements with Suppliers and Sub-contractors, POAs, NDAs, MOUs.
to Chairman & COO.
Policies, Processes & Procedures:
•Follow all relevant departmental policies, processes, standard operating procedures and instructions so that work is carried out in a controlled and consistent manner.
•Follow and comply to information Security Rules and data security measures in order to protect the company information / intellectual properties.
Day- to-Day Operations:
•Follow the day-to-day operations related to own job to ensure continuity of work.
•Arrange, coordinate and service DDWD’s meetings for the senior management/board.
•Screen incoming calls and messages for the President and COO/Chairman.
•Manage and monitor appointment schedule for the President and COO/Chairman.
•Prepare presentations, meeting agendas and produce minutes of meeting including DDW board meetings.
•Arrange all aspects of the President and COO/Chairman business travel including, but not limited to, air and land transportation, transfers, hotels, including any changes in arrangements, which occur during such trips.
• Receive and respond to senior level visitors responsibly and act independently to give them accurate information.
•Control the President and COO/Chairman office stationery ordering, supplying and maintaining stationery store stock levels etc.
•Keep records systematically and confidentially to retrieve easily when required.
•Office Management, Supervising admin employees
Safety, Quality & Environment:
•Comply with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environment.
Related Assignments:
•Perform other related duties or assignments as directed.
to Managing Director & Legal Head
•Arrangement of board meetings, corporate management meetings.
•Arrangement flight bookings, visas, hotel accommodation, drivers and car rentals for MD and meeting participants.
•Upon MD’s instruction, liaise with the Board of Directors and direct reports to the MD for the collection of the info required by the latter for decision-making.
•Drafting memos and other types of correspondence under MD’s instructions.
•Filing of all relevant and role related documents.
•Vendor relationship management - hotels, travel agencies, courier companies, plant maintenance, office help and cleaning services, driver service providers, stationary providers and pest control providers.
• Negotiation and development of terms and conditions of Contracts, Sub-Contracts, Equipment lease agreement, Lease deeds, Leave and License agreements, Power of Attorney, Sale/Purchase agreement, various type of Bond including Indemnity Bond, Bank Guarantees - Advance Bank Guarantees
•Reviewing legal invoices
•Renewing all legal documents required: trade license, good standing certificate, company establishment card, incorporation certificate, company registry extract…
•Translation Legal and Admin Documents: Arabic-French-English
•Draft memoranda and letters (salary/employment certificates, etc.) relating to personnel of OSJLT and LOS DMCC
•Administration of all DMCC online portal activities (DMCC salary certificates, applications, driver’s license NOC letter applications, visa applications/cancellations, portal balance top ups, labor card applications, etc.)
•Employment visa applications - administer the entire process and prepare all required documentation Review and coordinate all expense claim submitted by the staff and relating to benefits, up to and including securing approvals and submissions to the Accounting & Finance department for payment
•Monitor and record annual leave and business leave requests, approvals and all related records
•Handle the medical insurance queries coming from staffs of OS JLT and LOS DMCC; Assist in relocation activities under HR Coordinator’s supervision
•Assist in drafting employment contracts under HR Coordinator’s supervision
•Perform regular jobs of creating and maintaining filing, emails enquires, fax
•Answer telephones and handle in appropriate manner
•Schedule appointments, prioritize the manager’s appointments
•Attend Meetings, script minutes and follow up on action plans
•Making presentations
•Keep and Retrieve files
•Making arrangements for the manager’s travel and for the crew’s travel (visas Formalities, accommodation, transportation)
•Provide information and assistance to customers in courteous manner and with sensitivity to diversity of multicultural clientele
•Ensure guests meeting with the General Manager are well taken care off
•reporting to the General Manager
•Coordinating with the others directors
•Dealing with correspondence, complaints and queries
•Preparing letters, presentations and reports
•Supervising and monitoring the work of secretarial, clerical and administrative staff
•Translation (Arabic-English)
Still under Process)
: Engineering
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