Executive Assistant
Kuwait Food Company (AMERICANA)
Total years of experience :19 years, 3 Months
Directly reporting to the Hardee’s Brand COO (MENA Region) and Area Director (UAE, QATAR & OMAN)
Deliver exceptional executive assistance to both COO and area director in navigating and streamlining day-to-day diverse assignments with focus to meet internal departmental requirements. Project excellent multitasking skills to plan, organise, and co-ordinate inclusive travel arrangements/itineraries while preparing/submitting travel expense reimbursements with accuracy.
● Established clear line of communication through open channels with stakeholders by scheduling monthly progress meetings and facilitating special corporate events.
● Displayed high-quality communication and presentation expertise in generating corporate reports and spreadsheets by summarising financial information for performance assessment and enhancement.
● Implemented allocated office-related assignments and attended meetings in absence of COO and area manager.
● Provided dedicated secretarial and administrative support with minimum supervision to 15 operations managers within fast-paced office setting environment.
● Drove superior customer service to maximise customer satisfaction by managing inquiries and correspondences.
● Transformed brand database by collecting, analysing, and processing data acquired from variety of resources.
● Ensured adequate level of office supplies inventory by on-time placing order and purchasing office supplies utilising excellent procurement expertise.
● Acted as point of contact and liaison to senior leadership, staff members, customer, and external contact to navigate departmental information, issues, and complaints.
● Directly engaged in dealing with confidential and sensitive information applying discretion, judgment, tact, and diplomacy aligned with set organisation policies and procedures.
Directly Reporting to the Finance Director (2006 to 2009)
Drove expert-level administrative support to Finance Director in systemising and updating daily appointments calendar, compiling documentation, co-ordinating travel arrangements, meetings, and conferences. Ensured smooth running of departmental operations by creating and retaining highly confidential correspondences while actively responding to sensitive requests for information and assistance as required.
● Employed high attention to detail in acquiring and documenting dictations, navigating bank letters, and reviewing contracts, guarantee certificates, journals, vouchers, purchase orders, bank payment, and receipts consistent with departmental policies and procedures.
● Assembled, organised, and retained accurate documentation and records of employees comprising of leave requests, transfer letters, and movement reports to facilitate payroll computation and preparation.
Executive Secretary | Directly reporting to the HR Director (2005 to 2006)
Offered comprehensive HR administrative support to manage and collaborate in areas of recruitment, employee’s medical insurance benefits, and personnel administrative issues, while assembling, processing, and updating the human resources database. Facilitated HR department by receiving and processing monthly billings from accounting department. Held full accountability to streamline office proceedings by sustaining general filing system and filling all correspondence.
● Displayed high-quality professional expertise in drafting and navigating highly confidential correspondence as well as responded to letters of routine nature aligned with departmental requirements.
● Spearheaded all secretarial functions, assignments, and responsibilities including but not limited to organising meetings, travel arrangements, generating expense reports, and maintaining office supplies.
● Utilised critical thinking and analytical skills in screening and evaluating importance of various incoming reports and correspondence while directly supervising and disseminating appropriate documents to executive/staff.
● Served as liaison between executive management, staff, subordinates, and external parties by communicating and forwarding directives, instructions, and assignments as well as actively followed up on the status.
● Leveraged with operating and monitoring fax, printers, and copier machines while arranging required maintenance for smooth running of day-to-day operations.
Reporting to the Managing Director
• Provided administrative support to the Managing Director
• Responsible for all secretarial functions (i.e., travel arrangements, hotel bookings, prepare correspondence, managed office supplies)
• Read and screened incoming correspondence and reports, made a preliminary assessment of the importance; organized and filed all confidential related documents
• Served as the first point of client contact in person and via telephone, responded to inquiries and communicated effectively; reported details of outgoing transactions with clients and executed instructions
• Created detailed lists and evaluated several company expenses incurred
• Faxed, photocopied, scanned; and bind documents when needed
• Maintained office discipline and confidentiality in the related matters.