PA to the Managing Director
Emirates National Oil Company (ENOC)
Total years of experience :23 years, 6 Months
Promoted as the a personal Assistant to the Managing Director 2016 with the following job profile.
• Managing a broad variety of administrative tasks for the MD including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Communicating directly, and on behalf of the MD, with Board members, corporate management, and others, on matters related to programmatic initiatives.
• Maintain discretion and confidentiality in relationships with all Board and Management members
• Research, prioritize and follow up on incoming issues and concerns addressed to the MD, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
• Provide a bridge for smooth communication between the MD’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Act as a "barometer", having a sense of the issues taking place in the environment and keeping the MD updated.
• Provide leadership to build relationships crucial to the success of the organization, and manage a variety of special projects for the MD, some of which may have organizational impact.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Providing administrative and secretarial support to the Director of Legal and Board of Directors of ENOC and its subsidiary companies.
• Handling top and confidential correspondence for the senior Management and Board of Directors.
• Perform Company Secretarial work.
• Arranging and coordinating the Board meetings and Executive Management committee meetings.
• Take minutes of Meetings and prepare presentations as and when required.
• Set up Board room and meeting rooms for meetings with projectors, laptop refreshments etc.
• To prepare Board Minutes and Resolutions.
• Perform the most complex, administrative, legal secretarial activities which may be highly confidential and sensitive, for the Management and Board of directors.
• Creation and maintenance of all confidential documentation for the whole ENOC group locally and internationally, in Company Safe.
• Managing and maintaining the Trademark and Corporate database for ENOC and its Subsidiaries worldwide.
• Legalization of original documents.
• Preparing Power of Attorney.
• Amending Contracts and Agreements.
• Review legal documents to ensure they are in proper format/order and contain all necessary supporting documents for court acceptance and notarization.
• Compose routine letters, memorandums and reports as and when required.
• Coordination and follow up with external lawyer on litigation cases;
• Preparing the litigation reports and updating various business units;
• Make necessary travel arrangement including scheduling transportation and making hotel reservations for all the department staff during their business travel.
• Maintain personal records and leave plan of all staff members.
• Maintain inventory of office supplies and handling all office equipments - responsible for the smooth running of all machines.
• Maintain and order Office Supplies and keep track of the payments.
• Coordinating internationally with external Legal Firms and Counsel in complex situations for legal opinions and advice.
Providing administrative and secretarial support to the GCIO and the department.
Scheduling and arranging meetings with internal and external personnel’s.
Set up meeting rooms for meetings with projectors, laptop refreshments etc.
Preparing minutes of the IT meetings
Handling of all incoming and outgoing mails.
Self Correspondence
Make necessary travel arrangements, hotel accommodation and car rentals etc.
Handling of all office equipments - responsible for the smooth running of all machines.
Monitoring the IT help desk of Dubai Investments and its Subsidiaries.
Coordinating with various subsidiaries for their need.
Troubleshooting minor problems raised by users
Monitoring the cases logged in help desk by the end users.
Attending user calls for service request.
Keeping the track of all IT requirements of Dubai Investments and its subsidiaries.
Maintaining the inventory of all IT equipments.
Finalising IT requirement quotes and raising Purchase Orders in BAAN
Ordering consumables and other computers peripherals
• All secretarial duties with self-correspondence
• Arranging meetings and conferences
• Travel arrangements, Hotel bookings and preparation of itinerary
• Scrutinizing and consolidating the daily reports of all the departments.
• Office Administration
• Drafting minutes of the Board meetings
• Follow ups with the department heads to keep the track of the day to day activities.
• Coordinating with the Department managers for the job assigned to them for the smooth functioning of the Directors office.
• Meeting the deadlines of the assigned task.
Drafting of letters.
Handling inward and outward correspondence.
Maintaining the personal data (files) of every employee.
Evaluation of Banking test of the job applicants.
Subjects covered under this course are : 1.Office Management 2.Human and Public Relation 3.Personality Development 4.Business Correspondence 5.Typing and Shorthand 6.Book – Keeping and Accountancy 7.Travel Arrangements 8.Computers
Subjects Covered are Accounting / Human Resources / business law / Marketing / Export & Import and Economics