Executive Assistant to the CEO
Aldar Education
مجموع سنوات الخبرة :12 years, 4 أشهر
• Provides organisational and administrative support to the CEO
• Facilitates diary and email management, system approvals on
behalf of the CEO, organising internal and external meetings,
and telephone, video, and web conference calls
• Provides a professional first point of contact for all enquiries and
manages requests from internal and external stakeholders
• Receives visitors and VIPs with tact and courtesy
• Ensures effective and continuous communication between the CEO
and reporting management team to allow CEO to direct, control and
motivate executives for the smooth running of operations
• Negotiate and disseminate discounts and promotional offers to
staff. Identify new potential partner companies
• Plans and organizes arrangement for the business trips and events
• Manages expense claims for the CEO and assists with managing the
CEO office budget Achievements:
• Was able to turn the CEO office into a positive space and
restructure the processes for a smoother operation in a short
period of time.
• Was able to introduce five new suppliers for staff pro
As Executive Secretary:
Update spreadsheets and create presentations to support executives and boost team productivity.
Respond to emails and other correspondence to facilitate communication and enhance business processes.
Raise PRs and coordinate with the Procurement for the purchasing cycle
Organize and update schedules for executives.
Handle scheduling for executive's calendar and prepare meeting agenda and materials.
Interact with vendors to purchase and set up equipment and services.
Document and distribute meeting notes to identify, analyze and improve workflows.
Promote team productivity by keeping supplies organized and well-stocked.
File paperwork and organize computer-based information.
Work with senior management to initiate new projects and assist in various processes.
Greet arriving visitors, determine nature and purpose of visit and direct individuals to appropriate destinations.
Take notes and dictation at meetings.
Achievements:
Assisted the Executive on setting up his business venture and its successful opening
Lead a subsidiary's aim to change the company name, logo, letterheads, marketing materials, policies
Managed the change of office venue design and set up
Assisted on internal and external audits by effectively and efficiently pulling out old and current files and documentations
Lead and managed the digitalization of the Legal Department's filing and workflow process
Assisted on internal case investigations
As Recruitment Officer:
Perform job and task analysis to document job requirements and objectives
Develop and update job descriptions and job specifications
Prepare recruitment materials and post jobs to appropriate job board/newspapers/colleges etc.
Source and recruit candidates by using databases, social media etc.
Screen candidates resumes and job applications
Conduct interviews using various reliable recruiting and selection tools/methods to filter candidates within schedule
Assess applicants' relevant knowledge, skills, soft skills, experience and aptitudes
Onboard new employees in order to become fully integrated
Monitor and apply HR recruiting best practices
Provide analytical and well documented recruiting reports to the rest of the team
Act as a point of contact and build influential candidate relationships during the selection process
Promote company's reputation as “best place to work”
Intensive diary management
Directly in-charge of the Executive Office
Filter emails and calls for the CxO
Prepare agenda, memos, and other correspondence
Coordinate with Section Heads (SVPs, VPs, Directors)
Deal with other CxOs for arrangements
Respond to emails and other correspondence to facilitate communication and enhance business processes.
Update spreadsheets and create presentations to support executives and boost team productivity.
Organize and update schedules for executives.
Manage travel arrangements from visa processing to ticket, accommodation, and transportation booking.
Document and distribute meeting notes to identify, analyze and improve workflows.
As Recruitment Coordinator:
Confirm appointments and interviews with job candidates.
Devise recruiting strategies and implement through marketing campaigns, grassroots advertising initiatives and innovative presentations.
Leverage social media platforms and online job boards to advertise open positions and engage with potential candidates.
Generate specific candidate pool for career opportunities through strategic placement of advertisements, evaluation of applicant credentials and conducting initial interviews and pre-screening assessments.
As Executive Assistant:
Maintain necessary communication for all departments
Handle confidential information in secrecy
Mailbox management and hard and soft copy filing
Preparing and organizing calendars
Carrying out persistent follow up on all work requirements
Delivering and generating professional documents and reports
Preparing meeting agendas and generating minutes of the meetings
Ensuring accurate document filing
Serving as the first point of contact for external organizations
Preparing travel itineraries and handling relevant arrangements
Recording and managing the budget
Managing relationships with suppliers and clients
Coordinating with the HR Department for the hiring and onboarding process
Assisting Commercial Department for Tender Submission
Organizing office operations, admin matters, and procedures
Attend and preside over meetings
Writing up accurate and grammatically correct sales correspondence
Carrying out administrative tasks such as data input, processing information, completing paperwork and filing documents
Coordinate schedules, appointments, reservations and travel arrangements
Compiles, transcribes, and distribute minutes of meetings
Completing the administrative needs of the Sales Department
Responsible for supporting the Chairman and management for the entire operations department.
Support the planners and the consultants to ensure consistent delivery of services
Schedule meetings and conferences
Remind the Chairman of his day-to-day activities
Prepare and organize calendars
Organize travel arrangements
Mailbox management and hard and soft copy filing.
Draft documents including business correspondence, documents and reports.
Transcribe oral dictation of notes, memos and legal documents.
Assist the Account Department in record, filing and distribution of project documents.
Coordinate schedules, appointments, reservations and travel arrangements
Airline Office Management