Executive Assistant/Office Manager
Rapid Access
مجموع سنوات الخبرة :13 years, 6 أشهر
• Reporting to Managing Director ME & Intl.
• Managing Executive calendars and preparing travel itineraries for senior management team across the ME Region & International
• Organizing and attending all executive-level meetings in order to provide administrative support, recording minutes, ensure all information discussed remains confidential
• Conducting researches, collecting and analyzing data to prepare reports & documents required for Senior Management Team
• Preparing PowerPoint presentations to support executives in business meetings & for company’s Team Talks on monthly basis
• Preparing expense reports for Senior Executives and submitting to the Group CEO
• Preparing purchase orders and submitting expense reports for products and services purchased for the company
• Managing key vendor relationships, including building maintenance, fire safety, pest control, civil defense, IT, stationary, office cleaning service, and travel agents
• Reviewing operating practices and implementing improvements where necessary: identifying service providers, preparing cost comparison and changing to the best quality providers with lower cost to the Company
• Organizing Company’s events and Team Building exercises
• Being part of Company’s Charity Committee
• Assisting Marketing department with various tasks, preparations & participating in Exhibitions (Big5 Exhibition)
• Reporting to Executive Director & President
• Maintaining office files and documentation
• Handling petty cash and arranging bills payment of the Office and President’s private assets
• Preparing monthly reports: expenses for office supplies, vehicles, private boat, utility payments and employees salary slips
• Supporting Business Development activities: research of the potential business opportunities and companies for mutual cooperation
• Attending business meetings along with Executive Director when required
• Reporting to Director-Commercial.
• Identifying and establishing business relations with equipment suppliers in Ukraine and Russia.
• Submission of weekly status reports to the Head Office in Dubai.
• Preparation of purchase inquiries and follow-up on the same
• Assistance and accompanying the C.E.O. on his business visits to Ukraine.
• Preparation and proper scrutiny for correctness of Profit/Loss statements, Cash Flow statements, Purchase Orders, Contracts, Commercial Agreements
• Negotiating contracts as part of the team
• Coordination and finalization of purchase orders with suppliers from Russia, India, Ukraine, Finland, Germany, U.A.E. and U.S.A
• Negotiation of Letters of Credit and Bank Guarantees
• Preparation and follow-up commercial invoices and related documents
• Support for Business Development related activities
• Maintaining a proper filing system for all project / supply related documents, agreements, correspondences, invoices, etc.
• Participation in meetings and commercial discussions along with the C.E.O. and Commercial Directors