Executive Assistant
Kalimat Group
Total years of experience :12 years, 0 Months
Following up with my manager’s schedule.
Preparing the “to do list”, set up and attend meeting to take minutes of
meeting.
Preparing and discussing all contracts and special projects with my manager.
Handling several projects (Kalimat-Quarto partnership/Kitabi Al Awal…)
Following up with the translator, proofreader, graphic designer and editor
for the projects.
Assisting the HR department in recruitment and other HR files.
Assisting the marketing department with event organizing, book fairs…
(Handling certain tasks assigned by the marketing manager during events
and book fairs; finding promoters, buying material and crops to be used…).
Deal with and responds to all routine HR queries, ensuring that a comprehensive yet confidential HR administration service is provided to the business at all times.
Maintain all online and offline employee records inclusive of but not limited to personnel files, payroll records, annual leave, absence records, insurance claims etc…
Ensuring compliance in accordance with UAE Labor Law.
Maintain and frequently update HR systems ensuring new joiners and leavers are added.
Maintain visa records for all employees, ensuring that new application, visa renewals and cancellations are completed in line with confirmed on boarding dates and expiry dates.
Produce relevant letters, certificates, employment contracts, documents and announcements as required.
Support the payroll process by ensuring accuracy of data on the HR database.
Manage recruitment requirements, working with HR manager to schedule relevant recruitment days, roll out offers…
Follow up on the implementation of the staff performance appraisal system.
Track staff attendance system on daily basis.
Warning letters, appreciation letters, awarding letters.
Reviewing and updating JDs on timely basis.
Handle the purchasing of all office supplies, stationary.
Coordinate my manager’s schedule
Organize his meetings and flights (coordinate with
travel department his ticket and hotel, collect per
dim, online check in, airport transfers)
Submit his monthly expenses to the accounting department.
Prepare presentations for his trips.
Prepare reports on weekly/monthly basis
Responsible for handling (editing and translating the text) sms promotions
for all countries, all brands.
Responsible for all In- Store material orders.
Handling marketing of “George” (brand strategy with the brand manager,
plan with the agency, coordination of the plan with the local team during the
seasonal meetings, following up and communicating the events/activities
with the franchisor through weekly conference calls).
Assist the team in consolidating the master budget sheets, the activity
calendar, and the budget split of all brands (by country and by brand
on monthly basis).
Planning meetings with all the needed details (catering, conference room
booking, and crops to be used in the meeting…)
Assisting the team in organizing the travel expenses travel bookings