EXECUTIVE ASSISTANT TO THE GROUP CHIEF OPERATING OFFICER
First Abu Dhabi Bank
Total years of experience :17 years, 9 Months
• Providing extensive support to the GCOO by having a total understanding of his role, objectives, and responsibilities and a thorough knowledge of the group structure, policies and activities.
• Planning, organizing & coordinating administrative and operational functions on a day-to-day basis and supporting the GCOO’S vision and mission for the department
• Preparing monthly financial and management reports and presentations with some analysis for the GCOO's review.
• Partnering with the GCOO Business Management Team in executing change management initiatives for optimising business growth.
• Follow-up on the implementation of the meeting decisions.
• Timely communication and distributions of information to internal nd external customers, locally and overseas.
• Maintaining and coordinating the business schedule for the GCOO with both internal & external customers.
• Organise a wide range of meetings, functions, lunches, town halls, monthly departmental reviews and other management meetings as required.
• Compile agendas, prepare briefs, and circulate papers, in anticipation of meetings.
• Organise all International business travel including flights, accommodation, planning full itineraries, travel facilities, visas, medical requirements where ever required and obtain support from third party suppliers.
• Monitor ongoing correspondence/reports highlighting pertinent items and bringing to the GCOO’s attention or dealing with them personally, implementing any appropriate action.
• In all instances, divert or manage routine /less complex matters on behalf of COO.
• Undertake a wide variety of administrative duties such as record keeping, maintaining budget figures, expenses etc.
• Running the operational logistics for the executive office including centralising the meeting room bookings and supporting the executive function as required.
• Complete management of the Partners diary. Scheduling, rescheduling meetings calls with Clients as well as various International teams across the organisation.
• Provide secretarial and administrative support to the Partner and his team.
• Provide backup papers, researched information as requested for meetings and ensure that the partner is always at the correct place on time with the relevant presentation material.
• Scheduling travel arrangements including visa applications and hotel reservations for the Partner as well the team while being cost effective and in line with the firms travel policy.
• Co-ordinate with travel agents for ticketing, hotel bookings, car rentals and visa arrangements.
• Act as a main reference point both in the presence and the absence of the Partner. Respond to /resolve a wide range of queries, channelling to the appropriate area as necessary.
• Prepare travel expense reports, reimbursement claims and liaise with Accounts payable for timely processing.
• Attend, screen and direct incoming calls, enquiries and requests on behalf of the Partner.
• Managing holiday and absence reporting by accurately capturing information on annual/ sick leaves and promptly entering them into the leave tracker.
• Maintain a first class filing system.
• Assist the Partner in involvement with outside interests, dealing with administrative arrangements as required.
• Meet and assist a wide range of visitors, mostly high profile.
• Handling the switchboard, respond to inquiries and provide relevant information to the caller.
• Operation of office equipment
• Maintaining the time system of employees.
• Preparing timesheets of all sites.
• Assisting the Payroll Accountant
• Handing incoming and outgoing Mail
• ORGANIZE DOCUMENTS.
• PREPARE & CODE DATA FOR ENTRY INTO COMPUTER SYSTEM.
• ENTER DATA INTO SYSTEM VIA DATA ENTRY DEVICES.
• VERIFY FOR ACCURACY & COMPLETENESS.
• INVESTIGATE & RECONCILE ANY DISCREPANCIES IN FILES.
• MAINTAIN LIBRARY OF ANY REFERENCE & MATERIAL NEEDED TO ENSURE ACCURATE CODING.
• FILE MATERIAL INTO PROPER LOCATIONS.
• ASSES WITH OTHER TASKS AS NEEDED..
• CHECKING THE INVOICES AND TALLYING THEM WITH THE LPO & GRN BEFOR ENTRY
• PREPARING MANUALY PAYMENT VOUCHERS, JOURNAL, RECEIPTS FOR ENTRY
• PREPARING CHEQUES
• RECEIVING DAILY SALES COLLECTIONS & DEPOSITING IN THE BANK
• ASSISTING THE PAYROLL ACCOUNTANTANT