Executive Assistant
AOS Trading Dmcc
Total years of experience :12 years, 8 Months
I was approached directly by AOS Trading, a large multinational soft commodity trading company, to join their team as an Executive Assistant to the Managing Director/ Founder.
This role requires me to give 360 support to the MD as well as 24/7 availability and commitment for all business and personal matters, which include;
- Full organizing of both business and personal life, including family.
- Entertaining clients.
- Assisting at a well established grain conference ‘Global Grain’ in Geneva, Switzerland, as AOS were the platinum sponsors.
- Creating of marketing materials for external use.
- Travel arrangements for all colleagues, including visas, flights, etc.
- Financial handling.
- Business development- the arranging of meetings with potential clients worldwide.
- Buying of property.
- Organising 2nd and 3rd passports for himself and family.
I joined GAC shortly after completing my 2-month contract with Silber Arrows. I initially was taken on as a full time PA to the Global Director whereby I was responsible for a wide variety of tasks, which included:
• Arranging all travel, accommodation and any required visas.
• Producing efficient and detailed minutes from management meetings then compiling reports/presentation with the appropriate information.
• Diary maintenance, both personal and professional.
• Organizing meetings internally and externally.
• Screening all phone calls, enquiries and requests while handling anything that needs attention.
• Research any relevant information and brief director prior to meetings
After finishing my 3-month probation I was then presented with an opportunity not only to be the PA but also to assist the Quality Assurance Manager with full office management.
This includes taking full responsibility for all office supplies, control of expenses and the day to day running’s of a productive and efficient office. As well as full ownership of staff training for the global team either with e-learning, external workshops or selected conferences and exhibitions worldwide.
Part of the office management is to handle non confidential HR matters such as visa process’, all staff insurance policies and take charge of any office contracts we hold (i.e. cleaners/ maintenance/ air con).
New responsibilities are continuously being added to my position, such as taking on all of the internal marketing, as well as producing brochures for external use. This was a huge challenge for me as it was completely new territory, however I feel it has noticeably improved my confidence and given me great insight into marketing, both with finding creative inspiration and learning how to fully engage people. It is now my duty to create the monthly info graphics as part of the company’s health and safety awareness policy, as well as to design global welcome induction packs for all Bunker Fuels staff members.
This role has really showed me the importance of being proactive and organized, and has enabled me to grow as an individual, professionally and personally.
I have recently moved to Dubai and was asked to take on an interim role with SilberArrows, a Mercedes and McLaren specialist focused on high net worth clients. This role is extremely varied; covering different aspects of the company, such as receptionist work, accounts, marketing and the daily face too face interaction with clients. My day to day role includes; managing client appointments, answering all inbound calls as well as handling major client accounts and inputting company invoices and general finances. In addition to this I had responsibility for attending daily meetings, take detailed notes, compile management reports and distribute across the management team. I also took ownership for the improvement of CRM system and processes for prospecting, customer profiling and appointment handling.
I took responsibility for planning and execution of the new company mobile application and compiling content. This project also required me to conduct in-depth market research establishing how similar apps worked within their target industry. This project on the whole required me to utilise my creative skills as well as to think outside the box to successfully help build and launch this service application.
This role on the whole has provided me with a sound introduction to the UAE culture, business world and how it works. Due to the vast variety of responsibilities my organisational skills have benefited hugely and has cemented my eagerness to not only learn more but to continue growing as an individual.
During my 4 years working as a Bar Manager in my local town, I gained extensive experience in many aspects of the daily running of the business. I was responsible for the complete running on the bar as well as managing and motivating the team, delegation of the daily requirements and making sure all staff members perform with the upmost quality and efficiency.
Other responsibilities I was solely accountable for were the daily stock taking and ordering. This included me researching into different companies, and making a decision on the best quality products and negotiating on price so that I could assure the bar was running cost effectively. Stock ordering was also trying to predict the week ahead, ordering the appropriate amount to cover any events and provide the best customer service by never running short.
I was very excited to be involved with the event planning of the bar, organising weekly discos, quiz nights, or band performances, as well as the bigger events. Organisation of these nights included searching for the different bands to perform and negotiating their price. In addition to this I was also responsible for the general marketing and advertising the events whether that be through social media, creating signs or posters along with other mediums.
Shortly after my start I completed my Personal Licensing certificate at the top of my course, with 100% at the age of 18, which I am extremely proud of. This then enabled me to take on greater responsibilities, which in tern opened me up to different situations helping me to grow as both a manager and individually. I used this opportunity to trust my judgement and use initiative to develop effective solutions to different problems.
Bond International, a family owned, long standing tyre-wholesale business selling worldwide through a network of distributors and business clients. This was sales and administrative role, requiring strong organisational skills and personal initiative. Equally important was the need to establish strong relationships with customers, demonstrating trust and rapport.
My primary responsibility as a telesales executive was to maintain daily interaction and account management of key clients, selling of our product portfolio, service catalogues and satisfying key business requirements. I also shadowed new team members on calls and give constructive feedback in-line and training. In addition to this, I was responsible for arranging our daily and weekly sales meetings, venue coordination and confirmations, including the gathering of weekly sales figures and statistics for the group.
In addition, I organised key events for the company aimed at raising our profile worldwide. This included highly prestigious events such as, customer driving experiences, Grand National horse racing, company box at York Race course, key social events and incentive trips to Dubai and Florida. I arranged all travel and accommodation for both our clients, guests and sales teams, coordinating hotels and travel companies and visa’s. Entertaining our clients in this way gave us the chance to formally present to them, identifying and explaining key business USP’s and establishing how we can help them moving forward. This was something I thoroughly enjoyed as it gave me the chance to build on my relationships on a personal level.
My time at Bonds International has helped me grow as an individual pushing me outside of my comfort zone giving me the confidence to expand my horizons and work in Dubai. I have proven on multiple occasions that I can achieve high standards, whilst consistently over achieving my sales targets, growing my customer base by 180%.
Working within dentistry gave me a new level of understanding and respect for customer/client relationships. As a nurse it challenged me both to use my initiative and work independently, as well as working a long side, and in sync with the dentist. It required me to quickly ascertain key knowledge regarding different methods of treatment and chemical combinations resulting in me being able to perform my role to the highest standard. Undoubtedly, my greatest strengths are my interpersonal skills and ability to make patients and co-members feel comfortable, building a sense of trust and confidence.
I was given other roles within the Dental Practice, such as the trained and trusted Sterilisation Nurse. Key skills needed for the sterilisation nurse is excellent time keeping skills, needing to perform the cycle and complete each stage with timing precision and to the hygiene standard required. As the sterilisation nurse it is also your duty to keep each surgery fully stocked and prepared for each procedure, both by appointment and unexpected to assure all dentists had every tool needed to hand, to provide the best customer care.
Throughout my time at Regent Street I was presented with frequent opportunities for training which enabled me to gain increased industry knowledge as well the required First Aid, CPR and Medical Emergency. Moreover within this industry, Health and Safety laws are paramount specifically within the surgery and sterilisation cycle. I was praised on numerous occasions for carrying these procedures out with outstanding precision and accuracy.
As part of my role I was also responsible for scheduled receptionist duties whereby I was required to convert all paper based files into the new electronic system. This required me to work with exceptional detail, as there was no room for error as I was dealing with important and confidential customer records. Other roles included answering inbound calls, processing payments, booking appointments and basic admin work.
Please note- I left my job as a dental nurse due to lack of full time hours.