Executive Assistant
Royal Ruby - Private Office of HE Sheikh Mohamed Bin Khaled Al Hamed
مجموع سنوات الخبرة :12 years, 10 أشهر
- Performs all administrative tasks and support to the Chairman including calendars, travel arrangements, communications, and other sensitive and corporate documentations.
- Prepares for meeting agenda, compile, transcribe, distribute minutes of meetings, and follow up action.
- Drafts internal and external correspondence and maintains the general filing system.
- Monitoring office stock supplies and negotiating terms/contracts with suppliers to ensure cost-effective orders.
- Liaise between the company and various Embassies in direct contact with the ambassadors and other major clients for collaborations and mutual concerns.
- Assist in Business Development Team in obtaining client meetings, dealing with suppliers, preparation of quotations/proposals and follow up.
- Coordination with external lawyers for all legal matters including company-related documents (i.e., contracts, MOA, POA, legal advice, etc.). Custodian of legal files.
- Support the recruitment hiring process by shortlisting, creating job postings, scheduling meetings, and performing initial interviews for shortlisted applicants. Organizing and updating licenses, contracts as well as visa expiries, and employee files. Work closely with PRO related to visas, labor contract renewals, and other government-related works.
- Responsible for Company prequalification and registrations.
- Apply/renew Trade licenses, Chamber of Commerce, Tenancy Contract, and other relevant licenses.
- Reconcile Invoices, issue invoices to clients, and collection of receivables as needed.
- Create and update expense reports, process reimbursements, manage petty cash, prepare bank/cheque deposits, apply tender bonds, acquire bank statements, and any other coordination with banks.
- Assist with quarterly VAT filing and annual company financial audits.
- Conducts research that will help improve company operations, as needed.
H.E. SHEIKH MOHAMED BIN KHALED AL HAMED - PERSONAL
- Schedule and manage personal meetings for H.E. Sheikh Mohamed and necessary arrangement in the palace.
- Custodian of personal and sensitive documents of H.E Sheikh Mohamed.
- Provide support in compiling his finances/expenses and in acquiring bank related documents.
- Assist in his tenancy, travel matters, and any other personal and entrusted job by H.E. Sheikh Mohamed.
- Prepare confidential, sensitive, and corporate documents.
- To execute administrative functions as determined by the Company Policies and procedures and / or as directed by Management.
- Managing schedules & appointments, attending the calls for the Management, takes dictation and relieves the Management from clerical work and minor administrative details.
- Prepare agendas and plan for committee, board, and other meetings.
- Compile, transcribe, and distribute minutes of meetings.
- Prepares Internal & Corporate Memos /Letters.
- Handling the Executive’s travel arrangements.
- Monitoring office stock supplies and negotiating terms/contracts with suppliers for ensuring cost-effective orders.
- Plans events and volunteer activities.
- Any other jobs entrusted by the Managing Director.
HR and Tender related assignments.
- Schedule interviews, prepares Job Offers and assist in all requirements for visa processing (documentation, medical, taw jeeh, etc.)
- Creates Tender Log and updates.
- Submitting all Technical and Commercial Proposal to Clients and handles all related correspondence.
Personal & Executive Assistant
- To ensure that all the matters related to the Management are highly confidential.
- Coordinating and arranging meetings including minutes of meetings
- Preparation of corporate memos
- Project Contracts records & updates.
- Preparation & filing of the weekly reports for Management (CEO & GM) collectively from respective Departments.
- Assist in preparation of Monthly & Quarterly reports submission to Corporate Office.
- Handling the GM’s travel matters, issues information and invitations.
- Any other job/s entrusted by the General Manager.
Quality Officer
- Maintain the SOP (Standard Operating Procedure) of the company.
- Carrying out co-ordination within the Head Office & Projects Sites and follow-ups for implementation of company's Standard Operating Procedures.
- Responsible to ensure that the Projects Process & Head Office of documentations is in line with company's SOP.
- Responsible to maintain the QMS of the company in accordance with ISO 9001: 2008 standards.
- Initiate updates in Organization Charts & the issuance of updated Job Descriptions to new recruits.
- Monitor the smooth function of the Archives library (Head Office & Project Sites)
- Assist in all training & Seminars for Management Team / Engineers / Staff.
- Assist in the production of Quality Plan, HSE Plan, Method Statements, O&M Manuals and any other submittals required by the consultant / client for approval.
- Induct new recruits to Projects Filing.
- Preparation of the company / project / corporate presentation.
- Responsible for the Company Pre-qualification
- Vendor / Subcontract Registrations
- Website & Company Profile Updates.
• Endorse company Products through Trade and Projects-based accounts.
• Review and Analyze Client’s Requirements
• Marketing/Sales
Endorse company products through project-based accounts
* Review and analyze clients’ lighting requirements
* Propose lighting designs as per client’s requirements
* Monitor Purchase Order deliveries
* Represents company in Construction events/Exhibits/Conventional events