Admin Head & Executive Assistant to CEO
Infinite Sports LLC
Total years of experience :17 years, 7 Months
My key role is to provide confidential executive administrative support to the Global Head in a proactive manner with minimal supervision. Key responsibilities include:
Manage day to day activities of the PCM Global Head (managing reports, complex diary management, manage travel requirements, meetings scheduling and re-scheduling, minutes of meeting)
Effective management of PCM Global Head's communications which includes screening phone calls, handling & prioritizing incoming mail, processing expense reports drafting general correspondence, executing on-line workflow approvals on behalf of PCM Global Head based on her instructions
Coordinate regular internal meetings and telephone & video conferences/ multi-time zone meetings. This includes meeting facilities, preparation & circulation of agenda if required (e.g. weekly meeting, periodic meetings).
Organizing interview schedules and travel arrangements and travel agenda for visiting candidates
Represent PCM Global Head in a professional and customer focused manner with internal and external contacts. Ensure that confidential and sensitive business information is protected.
Record management, e.g. create and maintain files, create and update mailing lists, update Shared directory.
Manage inventory of office supplies for team (Letterheads, envelopes, business cards)
To achieves staffing objectives by recruiting and evaluating job candidates; advising onsite managers; managing relocations, managing and offshore resources. To facilitate the team by providing full administrative tasks and support.
Builds applicant sources by researching and contacting community services, employment agencies, recruiters, and internet sites; providing organization information, opportunities, and benefits; making presentations; maintaining rapport.
Determines applicant requirements by studying job description and job qualifications.
Determines applicant qualifications by interviewing applicants; analyzing responses; verifying references; comparing qualifications to job requirements.
Arranges management interviews by coordinating schedules; arranges travel, lodging, and meals; escorting applicant to interviews; arranging community tours.
Manages new employee relocation by determining new employee requirements; negotiating with movers; arranging temporary housing; providing community introductions.
Managing offshore team and reporting structure, MIS reports.
To facilitate and provide support to the SFR MEM Team. Undertake to facilitate the team by providing full administrative tasks and support in a prompt, timely and highly accurate manner. To ensure confidentiality is maintained by the Department on daily operational basis throughout all due processes. My primary responsibilities were to manage to
Provide day to day business assistance and under-take, unsupervised, administrative tasks associated with the SFR team
The effective planning and organizing of Head Regional SFR & Team’s diary, prioritizing dates for appointments/issuance of reports.
Collation, updating and production for distribution on a quarterly basis and compiling of information relevant to the GHQ monthly/HBME reports.
Updating SFR Website using DreamWeaver software
Check Lotus Notes on a daily basis to keep track of all incoming/outgoing correspondence. Deal with queries and requests by ensuring these are prioritized, tracked and notated to ensure responses have been dealt with expeditiously and where required, monitored responses
Taking down minutes during meetings, accurate circulation of incoming notices/circulars, appointments and other relevant documents to the team, subsequent filing and support as required.
Ensure the Department complies with security of data requirements including clear desk procedures.
Creation of effective presentations for Regional Head SFR and for internal teams using power point tool.
Being one of the first employees in the company, I was involved from the company formation to setting up of the office and assisted in organizing business processes, filing and procurement. I was fully indulged in each and every initiative for the benefit of the company.
My core job responsibilities were as follows:
Organizing and managing the day-to-day running of the Director’s affairs to ensure the provision of high-quality support.
Acquire advanced proficiency in all Microsoft Office™ applications, to develop and prepare documents, newsletters and presentations from drafts, with prompt, accurate, and professional-looking results.
Managing, prioritizing, screening and monitoring the Director’s correspondence, including calls, emails, post, and fax to ensure they are dealt with appropriately.
Producing reports and statistical analyses as per the request of the Manager.
Having a close attention to detail in the preparation and review of documents.
Attain strong organizational skills and can work accurately under pressure.
Ensuring that documentation is correctly filed, maintaining an efficient filing system.
Ensuring that relevant information is gathered and prepared to brief the manager for meetings, trips, and events.
Managing the schedules to enhance effective time management and coordinating activities, prioritizing appointments and rescheduling where necessary.
Working with internal and external contacts at all levels to fulfill the above duties.
Have the ability to complete urgent tasks efficiently and accurately, on short notice.
Meeting and greeting visitors to the Director’s office as appropriate.
Deputizing for the manager, making decisions and delegating work to others in the manager's absence
Performing a variety of administrative/executive support task that are highly confidential and sensitive.
Assisting in handling HR related activities, Arranging travel and accommodation in an efficient and responsible manner.
I served as Office Administrator and an Executive Secretary to the General Manager of this reputed and leading Group of companies. I was tremendously exposed to real estate back office processing and I thoroughly enjoyed the experience by learning the domain knowledge.