Personal to Deputy Group Managing Director
Eversendai
Total years of experience :9 years, 10 Months
Executive Office:
Providing executive support to DGMD completing a broad variety of tasks to ensure a smooth running of the day-to-day workflow acting as a 'gatekeeper' and a 'gateway':
- Calendar appointments - managing an extremely active calendar across multiple time zones (GST, CET, MYT/SGT, AST, IST); organizing monthly reporting meetings of the Executives and the Management across the group of companies reporting to CEO/DGMD, taking and producing meeting minutes when required; arranging other in-person and online meetings via MS Teams; arranging interviews with selected candidates for the Executive Office roles; meeting and greeting visitors, preparing facilities and compiling documents for meetings for scheduled meetings and events, making arrangements for important guests (coordinating hotel accommodation, gate passes, parking spaces, etc.);
arranging complex and detailed travel plans, itineraries, and agendas
- Expenses - producing and submitting expense reports on a monthly basis, maintaining expense reports tracker;
managing pity cash and maintaining pity cash tracker
- Documents and general filing - typing, editing and formatting e-mails and confidential memos and documents;
maintaining electronic and hard copy filing system; proof reading documents submitted for approval and coordinating documents signing, approving Purchase Orders on behalf of CEO/DGMD in the JD Enterprise system; proof reading and coordinating signing of NDAs;
- Other ad-hoc responsibilities - monitoring and approving of relevant senior staff vacation in the HR Opal system;
managing DMCC Portal Account for Vahana Marine Solutions DMCC - coordinating submission of reports, renewal of lease, license and establishment cards, etc.; following up on outstanding matters and coordinating their completion;
Private Personal Assistant responsibilities:
Assisting with various ad-hoc personal issues:
- Household and family - monitoring visa and EID expiries and coordinating renewal; coordinating with the company maintenance team on required repair works and arranging for the team access; searching and hiring maids, coordinating their work contracts, visa and EID application process with HR; coordinating their travel to home countries upon the expiry of the work contracts
- Personal vehicles - coordinating driver’s schedule, repair and maintenance work; monitoring and topping up ENOC ViP; coordinating the payment of Salik/DARB and traffic fines
- Bank accounts - coordinating cards renewal, cheque deposits/ cheque encashment and funds transfers
- Properties - monitoring and payment of Service Charges; managing tenanted properties, coordinating the renewal of Tenancy Contracts, making sure tenants’ cheques are deposited as per the payment schedule; coordinating the maintenance works of the properties as per tenants’ requests; coordinating with real estate agents on listing
Providing accurate and prompt responses to a wide range of cross-border Human Resources customer inquiries within an HR Service Center: receiving and processing requests for personnel actions in the Human Resources Information System (HRIS) and SAP ensuring data integrity is maintained:
- Issuing employee letters, salary statements to employees from Halliburton branches in different countries
- Working on candidates’ onboarding processes
- Creating and submitting for approvals Personnel Requisitions, Personnel Change Requests
- Creating and maintaining positions in SAP
- Handling general enquiries
- Finalising Russian employee contracts
Rated as “High Achiever” from 2014 to 2017 under Staff Annual Performance Appraisal.
Worked in a fast paced environment, assisting CEO by managing day-to-day work, coordinating projects, prioritizing and monitoring execution of tasks by Heads of Departments.
- Executive Office administration - ensuring communication from Executive Management is clear and transparent and in line with organizational direction to ensure that employees are fully informed of business activity; providing translation to CEO from Russian into English and vice versa; handling calls and correspondence; coordinating document signing; managing appointments and CEO’s schedule;making travel arrangements for business trips (expense reports, tickets booking, hotel accommodation, transportation, visa, etc.); meeting and greeting visitors
- Management Board coordination - organizing Meetings, preparing the Agenda and materials; taking Minutes; preparing Action Items as per the results of the Meetings and circulating them to Members and relevant Department Heads for execution; preparing and submitting quarterly Management Board Reports to Board Audit Committee
- Executive Committee / Board of Directors Meetings coordination - assisting CEO and Head of Legal with preparations for meetings
- Senior Team Meetings - organizing weekly and other periodic meetings of senior management team, taking minutes and circulating Action Items for further execution
- CEO’s 1:1 Meetings with Departments Heads - attending the Meetings and taking Minutes, coordinating with Departments Heads to further address the Action Items
- Internal Audit Service Reports preparation - coordinating with the relevant Departments on the status of the open audit issues, ensuring issues are addressed by their due time, preparing Audit Follow Up Reports for CEO’s review and further submitting them to Internal Audit Service Manager
- HR Management - providing assistance and back up to HR Manager on general HR issues
- Ad-hoc Private Personal Assistant responsibilities - coordinating and working on various tasks related to CEO’s household issues (monitoring the house lease agreement and payment, coordinating repair works when required, arranging for family gatherings and other informal meetings, coordinating with staff (a driver, a gardener, a cleaner), monitoring an coordinating the family visa related issues, working on CEO’s spouse’s personal tasks and appointments, etc.).
Provided administrative support to Partner (Tax & Legal Services), 2 directors and 2 managers; provided assistance to HR Department (monitoring of staff attendance and annual leaves, updating and distributing on a daily basis staff attendance table, assisted in organizing staff events and team building activities):
- Efficiently managed all important telephone calls; collected and sorted mail
- Carried out routine administrative duties
- Maintained daily tasks list; arranged meetings and made appointments on a priority basis
- Prepared reports and documents; handled all the documentation work
- Planned and supervised all travel arrangements including: air travel, ground transportation and accommodations
- Provided back up to other assistants when required
“Employee of the Month (April 2011)” Award for initiating a change of courier services provider, reducing the Bank’s
costs on courier services by 50%.
Provided translation of the Bank's documents and administrative support, including:
- Taking care of visa related issues, travel arrangements for business trips for all staff
- Maintaining the general filing system and filing / directing all correspondence
- Assisting in the planning and preparation of meetings, conferences and conference calls
- Responding to public inquiries, meeting and greeting visitors
- Coordinating the repair and maintenance of office equipment
- Answering all incoming calls and handling callers’ inquiries
- Assisting the Administration Division Manager and other staff when required
Translation Studies (English-Russian, Russian-English)