Executive Personal Assistant to Chairman Advisor
Union Properties
Total years of experience :14 years, 7 Months
Devise and maintain office systems, including data management and filing
- Arrange travel, visas, transportation and accommodation
- Occasional travelling with company to attend meetings and provide general assistance during
presentations.
- Screening phone calls, enquiries and requests, and distribute correspondence
- Meeting and greeting visitors at all levels of seniority
- Organise and maintain diary and make appointments
- Deal with incoming email, faxes and post, often corresponding on behalf of Chairman Advisor
- Organise and attend meetings and ensure Chairman Advisor is well prepared for meetings;
- Liaising with clients, suppliers and other staff
- Carry out specific projects and research
- Taking on some of the Chairman Advisor’s responsibilities and work more closely with management
- Representing Chairman Advisor, taking decisions and delegating work to others in the Chairman Advisor’s
absence
- Involved in decision-making processes
- Maintain all hard copy and digital records for ongoing executive projects
- Work with executive administrative team to create spreadsheets and presentation information for meetings
- Prepare the conference room for sales presentations and staff meetings
- Act as the point of contact between the manager and internal/external clients
- Handle requests and queries appropriately
to the CEO
- Maintain CEO’s appointment schedules by planning and scheduling meetings, conferences, teleconferences
and travel.
- Maintain CEO’s personal records and other confidential records.
- Drafting letters and documents; initiating telecommunications.
- Represent CEO by attending meetings in his absence, speaking on behalf of him.
- Complete projects by assigning work to clerical staff; following up on results.
- Prepare reports by collecting and analysing information
- Coordinate with internal and external departments.
- Produce information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting
text, data and graphics.
- Conserve CEO’s time by reading, researching and routing correspondence.
- Secure information by completing data base backups
- Provide historical reference by developing and utilizing filing and retrieval systems.
- Attend meetings, taking minutes of meeting, and recording meeting discussions.
- Travel on business trips.
- Help key executives make consistent decisions by advising them of historical precedents; serving as liaison
between them and the CEO.
- Arrange corporate travel and meetings by developing itineraries and agendas; flights; booking other
transportation; arranging lodging and meeting accommodations.
- Complete projects and special assignments by establishing objectives; determining priorities; managing
time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans.
- Office Management
• 2015 M-I Swaco Overseas Limited (A Schlumberger Company) - Abu Dhabi, U.A.E.
Maintain and develop relationships with existing customers in person and via telephone calls and emails.
- Respond to incoming email and phone enquiries.
- Focal Point between company and its existing and potential markets.
- Liaise with suppliers to check the progress of existing orders.
- Check quantities of goods in stock with warehouse.
- Record sales and order information and sending copies to the sales office, or entering figures into a
computer system.
- Prepare quotations using Salesforce.
Procurement:
- Prepare purchases orders and send copies to suppliers and to departments originating requests.
- Issue, cancel, and amend PO using Oracle.
- Respond to the enquiries about order status, changes or cancellations.
- Perform buying duties when necessary.
- Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late
deliveries, and other problems.
- Review requisition orders in order to verify accuracy, terminology and specifications.
- Prepare, maintain, and review purchasing files, reports and price lists.
- Compare prices, specifications, and delivery dates in order to determine the best bid among potential
suppliers.
- Track the status of requisitions, contracts, and orders.
- Calculate costs of orders, and charge or forward invoices to appropriate accounts.
Tenders:
- Collaborate with Tender manager analyse tender files and define the activities that need to be carried out in
order to finalize the tender. Monitor completeness.
- Collect all technical, contractual, commercial, schedule and cost estimation needed to meet tender
requirements.
- Focal Point for potential and sub-contractors.
- Update and maintain tender documents database and relevant sales/marketing and
Presentation materials, ensuring all information is accurately recorded.
- Prepare tenders using XAIT Porter.
Log all tender proposals and distribute to relevant parties, working to strict deadlines.
- Update and maintain tender documents database and relevant sales/marketing and
Presentation materials, ensuring all information is accurately recorded.
- Assist the Marketing Manager in monitoring tender notification documentation.
- Support the Marketing Manager in the production and formatting of tender documentation.
- Prepare tenders using XAIT Porter.
Devising and maintaining office systems, including data management and filing;
- Coordinate between departments and operating units in resolving day-to-day administrative and
operational problems.
- Arrange travel, visas and accommodation and, occasionally, travelling with the manager to take notes or
dictation at meetings or to provide general assistance during presentations.
- Screen phone calls, enquiries and requests.
- Organize and maintain diaries and make appointments.
- Deal with incoming email, faxes and post, often correspond on behalf of the manager.
- Produce documents, brief papers, reports and presentations.
- Revise IADC reports & Approval rates then filing the reports on monthly basis
- Revise and update company budget on quarterly basis
- Research and the identification of key data sources
- Perform multifaceted general office support
- Prepare meeting minutes, meeting notes and internal support materials
- Send and receive forms for the company
- All Day-to-day operation matters
- Create data reports using excel for different departments in the company.
- Schedule and coordinate meetings, interviews, events and other similar activities
- Performs miscellaneous job-related duties as assigned.
Training:
- Schedule and coordinate all training (outsource or in house) with candidates - schedules location,
date/time, materials and attendance
- Develop, coordinate, schedule and maintain all training courses and programs.
- Collect, compile and report results of evaluation, attendance and training data.
- Communicate data and reports needed
- Prepare and document procedures for employees and management who are appointed for training.
- Maintain management training tracking process, enter data, track completion and process communication
and certification to recipients.
- Develop, implement, administer, and maintain a training management system.
- Manage training materials stipulated by regulations.
- Research training suppliers and materials as needed - including details, cost comparison, and timelines.
- Collect and distribute training mail and shipments.
- Order supplies for training and training department as needed.
- Maintain the validity of personal certification & training together with that for the rig crews.
- Monitor compliance against the monthly QHSE schedule
- Arrange visas and traveling arrangements for training candidates.
Assist with all aspects of administrative management, directory maintenance, logistics, equipment
inventory and storage
- Manage inventory of assets and supplies, sourcing for suppliers (vendors) and submitting invoices
- Coordinate between departments and operating units in resolving day-to-day administrative and
operational problems
Coordinate standardized group and/or individual test administration; administers and/or coordinates
academic, credentials/certification, entrance, and vocational interest testing
- Administers the centre’s computer testing pod, to include installation, maintenance, troubleshooting, and
enhancement of computer/network hardware, software, and peripheral.
- Plans, develops, and coordinates testing program policies, procedures and schedules, and ensures adequate
staffing for the administration of examinations.
- Contacts testing companies, and orders and maintains supplies of manual testing materials.
- Supervises and monitors administration of tests by proctors; ensures that test instructions are accurate and
that appropriate testing environments are maintained.
- Ensures that test results are fairly and accurately scored utilizing automated or manual processes;
configures and operates test scoring scanners, and sets up and maintains computerized test score tracking
systems and data bases.
- Provides routine direction, information, and advisement to students and prospective students in regards to
testing policies, procedures, and outcomes
- Ensures that all test administration is carried out in compliance with relevant university and higher
education policies, regulations, guidelines, and standards
- Ensures confidentiality of test results and recommendations; maintains security of testing materials.
- Supervises personnel which typically include recommendations for hiring, firing, performance evaluation,
training, work allocation, and problem resolution.
- Performs miscellaneous job-related duties as assigned.