personal executive assistant
Sambal Ventures General Trading LLC
Total years of experience :10 years, 2 Months
• Extensive diary management, making decisions on the prioritisation of appointments based on business needs.
• Daily management of CEO’s time to ensure that meetings run to schedule and interruptions are kept to a minimum.
• Ensure agendas for all meetings is communicated to the CEO in advance and assist with any preparations required.
• Act as gatekeeper and primary point of contact for CEO through screening phone calls, enquiries and requests.
• Support the CEO’s in written correspondence and presentations as required.
• Coordinate travel arrangements: liaise with multiple stakeholders including travel agency, embassies, hotels and global brands. Monitoring costs and compliance with the related budget.
• Ensure internal documents and external contracts are passed to the CEO in a timely manner for approval. Liaise with all departments to arrange approval/collection of documents.
• Liaise with internal staff and external clients/suppliers at all level on behalf of the CEO. Ensure that this is done with knowledge and confidence.
• Organise VIP meetings, liaise with high profile stakeholders and various internal and external teams to ensure that the delivery is seamless.
• Organise internal/external events for CEO e.g. store visits, dinners etc.
• Manage and maintain the executives schedules, appointments and travel arrangements.
• Screen and prioritize incoming emails, calls and requests, providing timely responses or redirecting as necessary.
• Prepare and review documents, reports and presentations for accuracy and clarity.
• Handle billing and invoices processing, ensuring accuracy and compliance with company policies and client requirements.
• Coordinate and communicate with clients and vendors regarding billing inquiries and discrepancies.
• Assist in managing expenses and financial records, tracking budgets and generating reports.
• Assisting PRO in opening companies / licenses.
• Perform general administrative tasks including filling, data entry and office organization.
• Getting visas for different nationalities through the consulates and VFS
• Arranging protocol actions for the senior management meetings, coordinating work of office-servants and catering stuff.
• Organizing meetings, ensuring senior management is well-prepared for meetings
• Take, transcribe and summarize all notes of meetings and discussions. Type all necessary correspondence for department.
• Answering phone calls, referring them to proper party as needed. Supply general information.
• Set-up departamental filling system. Logging correspondence and performing copy work.
• Greeting visitors to department and refering them to proper individuals.
• Schedule meetings. Gather data to reports. Maintain calendars. Purchase requisitions and other related documents.
• Arrange all travel arrangements for department personnel.
• Attending international exhibitions. Handling accommodation and secure transportation details of the officials during visits.
• Track and process invoices for department
• Managing front desk area. Answering phone calls and transfering them as necessary. Managing correspondence by answering emails and sorting them.
• Performing various administrative tasks such as data entry, filing, photocoping and scanning documents.
• Maintain organized and up-to-date files, records and databases, ensuring confidentiality and security of sensitive information.
• Address and resolve visitor's complaints or concerns promptly and professionally. Escalate complex issues to the appropriate department or supervisor as needed
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