Executive Assistant to Group CEO
OBS Group
Total years of experience :18 years, 6 Months
Administration, and office Management
Key Responsibilities:
• Acting as a key point of contact and providing office support in accordance with relevant policies, procedures and quality standards in addition to proactive diary management, ensuring accuracy of details and collation/preparation of all relevant paperwork in a timely manner
• Arranging internal and external meetings, coordinating travel arrangements and itineraries as directed.
• Managing incoming mail (postal, internal and electronic) in a timely manner, prioritising and highlighting urgent matters and dealing where possible.
• Sorting incoming electronic mail and filing documents on internal drives to a consistent filing structure
• Managing incoming telephone calls, dealing where possible, taking comprehensive telephone messages and highlighting urgent matters to the respective members.
• Preparing agendas, recording of attendance and minutes for meetings and submitting reports as required including document creation, photocopying, formatting & binding as requested.
• Assisting with the development and implementation of reporting procedures; overseeing maintenance of department records /disposal and retention of the same according to retention schedules and policies.
• Establishing updates and maintaining manual /automated filing systems for confidential /administrative files in order to update and track information.
• Serving as main point of contact and demonstrating ability to build and manage relationships with internal and external stakeholders.
• Responding to queries from clients, partner organizations, third party organization and internal sources as required.
Key Responsibilities:
• Spearheaded a well defined streamlined organizational infrastructure for various corporate Affairs and supported Chief Corporate Affairs Officer on the Administrative, & logistic level, comprising of 2 business units of VIP Affairs & Government Relations.
• Provided leadership, strategic direction and program support for all special projects, tasks or assignments aligned with business initiatives and goals as well as with the company’s corporate plan.
• Developed a corporate communications strategy that brings business priorities and objectives to life for both internal and external stakeholders.
• Led the development and implementation of the corporate affairs plan, supported CCAO for evaluating new services and their impact on the overall strategic plans of DIFC,
• Ensured close liaison with Corporate Affairs Department and DIFC departments, assigned departmental tasks and maintained cordial working relations.
• Served as core member of DIFC internal audit team, oversaw smooth functioning of daily operations and submitted reports resulting from the audit checks with recommendations for improvement.
• Took responsibility for the regulatory and fiscal frameworks of the company, coordinated with government departments, regional and International bureaus on behalf of CCAO for approvals, paper work and requests.
• Organized internal/external meetings VIP Affairs business unit team and handled minute taking and co-ordination of outputs from the meetings for VIP clients, official diplomatic delegations, and senior VIP requests.
• Conceptualized and implemented a comprehensive corporate strategy towards increasing the long-term value of the firm in alignment with overall DIFC goals and objective.
• Served as Certified Course Leader on Service Excellence Training program and conducted “Up Your Service College Course 100”, for DIFC management & Staff .
Key Responsibilities;
• Planned, developed, and coordinated the execution of program policy, procedures, and operations of all secretarial practices for the Chief Technology & Innovation Officer (CTIO).
• Ensured clear communication pertaining to all incoming telephone calls/ messages to CTIO and assuring confidentiality of all such communication.
• Established updates and maintained minutes of meeting and dictation taken in order to update and track information.
• Performed general office and telephonic duties, arranged appointments and responded to telephone, mail, e-mail/website or fax on daily basis.
• Arranged meetings, conferences and conference telephone calls for CTIO and maintained dairy and regular update of all contacts.
• Scheduled appointments, made travel arrangements, prepared travel expense statements, handled all visa arrangements and accommodation upon CTIO requests.
• Reviewed project progress with Department Managers, provided weekly status report to the CTIO, analyzed project costs and variances to budgets and took corrective measures to ensure progress as per schedules/estimated costs and quality.
• Served as administrative liaison, provided administrative support, which included daily maintenance of office, communication system, filing, correspondence, copying, etc.
• Communicated and interacted professionally and cordially with clients, management, and staff.
Key Responsibilities:
• Handled highly confidential messages and correspondence for the CEO and served as administrative liaison, provided administrative support including daily maintenance of office, communication system, filing, documentation, correspondence, etc.
• Recorded/ transcribes minutes of meetings and interacted with internal/external authorities at a senior level on a daily basis for various matters such as meetings, appointments, etc.
• Efficiently executed all personnel functions, travel arrangements, organized personal & business travel for the CEO, as well as VIP delegations & Senior Group Visits to DIC.
• Coached junior staff to improve efficiencies and processes as well as motivate them to work independently.
• Generated and tracked process of Quality, and the impact of ISO on the department.
Other Professional Experience :
• Mar 2000 - Jul 2002: Office Manager/Administrative Assistant, Credit Suisse First Boston direct-eUnion - Dubai, UAE
• Feb 1998 - Apr 1999: Executive Personal Assistant, ME Regional VP, Bombardier Aerospace Business Aircraft - Dubai, UAE
• Jan 1997- Jan 1998: Administrative Assistant to GM MedNet - Arabian Health Services- Dubai, UAE
• Apr 1996 - Oct 1996: Client Training Coordinator & Marketing Statistician, Schlumberger Technical Services Inc, Dubai, UAE
• Aug 1994 - Mar 1996: Office Manager, to Deputy Vice Chancellor (DVC) for Academic Affairs, Executive Assistant, to Dean of College of Engineering (COE), United Arab Emirates University - Al Ain, UAE
• Nov 1990 - Jul 1994: Executive Assistant & Training Assistant to the Group HR Manager, Procter & Gamble - Cairo, Egypt
• 1989 - 1990: PR Officer (summer job), Worcester Art Galleria - USA
Special Assignment- Administration of P&G Egypt Medical Plan:
• Acted as direct contact with the Health Maintenance Organization representative, communicating areas of improvement, reimbursement procedures etc, covering 1000+ subscribers
Post Graduate Studies, 9 credits, Degree not Completed
Other Trainings & Certifications; • Time Management • Interpersonal Management Skills • Oral & Writing Communication Skills • Implementing Total Quality • Interviewing Skills • Positive Power & Influence • Seven Habits of Highly Effective Managers • Practical Approach to Project & Workload Management • Training Trainer in Service Excellence – International Certified Course Leader (ICCL) • Up Your Service College Course 100 • Corporate & Functional Trainer – International Certified Course Leader in Service Excellence • Knowledge of employee’s benefit schemes, e.g. Medical Plan, Loans, & Life Insurance.