Executive Assistant
Emeraude
مجموع سنوات الخبرة :19 years, 2 أشهر
Key Result Areas:
Supervising the daily operations within the admin functions.
Monitoring and evaluating the efficiency and effectiveness of service delivery methods and procedure
Developing and implementing goals, objectives, policies and SOP’s for the admin. department
Providing support to my direct team by coaching, counseling, monitoring and appraising job results
Aiding different department heads whenever needed and being the main point of contact for all
employees, providing administrative support and managing their queries
Arranging complex travel, hotel accommodation, transportation and expense claims.
Preparing visas, travel itineraries, agenda and presentation packs for the Directors business trip
Managing the C-suites calendar schedule, assess and prioritize meeting requests
Managing CEO’s ad hoc requests such as personal travel requirements and family related activities
Coordinating with external service providers such as contractors, interior designers, PRO services
Undertaking corporate communications duties and other projects that are assigned as required
In charge of handling Petty cash and providing reports to accounts department on monthly basis
Assisting in preparation of operating budget and budgetary controls
Preparing regular reports on office expenses
Ensuring office supplies are ordered and replenished .maintaining accurate inventory
Handling all legal matters including renewal and maintenance of all office contracts, bill payments,
trade license, establishment card, office rent and office insurance policies and car maintenance
Benchmark the market to get competitive prices and services related to the office
Negotiating contracts for services and approving supplier invoices maintaining proper financial record
Partnering with HR to maintain office polices and keeping employees personal records up to date.
Coordinating and planning for office services, such as relocations, equipment, supplies, disposal of
assets, parking, maintenance and security services.
Managing all aspects of the office space/ infrastructure planning (moves, changes to workstations)
and providing solutions whenever needed.
Assisting with event management (internal and external conference, trade shows, and company social
gatherings) organizing logistics and agendas)
Working hand-in-hand with IT to ensure all IT issues are attended and resolved in a timely manner
Key Result Areas:
EA Functions
Focal point of contact between the Regional office and Managing Directors in Middle East region
Managed complex Executive calendars, scheduling and confirming meeting appointments, and
setting up Webinars
Prepared agendas and recorded minutes of board meetings
Compiled data, presentations and reports by Executives and ensured deadlines are met Drafted
corporate communications and internal announcements
Booked business travel itineraries, visas, hotel reservations and airport transfers
Ad hoc responsibility- private support to CEO and family
Supported Regional HR Manager in interviews, induction and seamless on-boarding process
Maintained and updated company’s organisational charts
Overseen and coordinated administrative procedures and trainings outlined in the office manual, such
as emergency evacuations and health and safety procedures
Coordinated with vendors, contractors, and relocation companies
Assisted in organising internal and external events, conferences, company social gatherings
Organised two overseas conferences - Health and Safety meeting in Bangkok and Regional
Executive meeting in Doha
Legal and Accounting Functions
Obtained required approvals from Finance Director for office budgeting
Liaised with accounts payables to clear invoices, travel expense reimbursements and utility bills
adhering to internal processes
Compiled and issued LPO’s to suppliers
Managed and liaised with licensing authority (DMCC) for Trade Licence and visa renewals
Negotiated favourable terms and pricing agreements with travel agents, hotels, conference rooms,
caterers and establishing corporate deals.