Executive Assistant to the CEO
DACH Advisory
Total years of experience :10 years, 5 Months
MODUL University Dubai - latest venture of Dubai Investments & DACH ADVISORY
• Handle all aspects of the CEO’s corporate matters and full administrative support (inc. drafting correspondence on behalf of the CEO, management of hardcopy/electronic filing systems, management of databases etc.)
• Extensive diary management (inc. preparation/review materials and correspondence for meetings, preparation of minutes and summaries of actions to be taken etc)
• Prioritizing inquiries and ensure there is no conflict in the day to day activities of the CEO
• Acting as liaison on behalf of the CEO and other departments/staff within the company and external parties (inc. partners and clients)
• Taking responsibility for executing specific projects (inc. research projects, analysis of data and writing reports/PowerPoint presentations)
• Extensive project management (inc. monitoring and evaluating projects’ progress and providing broad day-to-day oversight/report, recommending solutions and ensuring all deadlines are met etc.)
• Constant involvement and monitoring of Operations, Sales, Academic & Marketing departments day-to-day activities
• Daily attendance of all CEO's meetings and doing minutes
• Follow up with all departments' heads on all points discussed during daily meetings
• Full travel support to CEO (inc. flights itineraries, agendas, visas etc.)
• Management of corporate road shows and staff events
• Expenses/reimbursement reporting
• HR management and ongoing headhunting/recruitment of candidates for DACH projects
• Office management (inc. utility bills payment, maintaining office supplies of stationery and etc.)
• Represent the Company on behalf of executives
1. Communication & Relationship Management:
•Provide a confidential, professional and knowledgeable service for the Director’s Office.
•Plan and organize meetings, events, conferences, staff functions with a cost effectiveness.
•Answer incoming calls & emails, determine purpose of calls & emails & forward to the appropriate departments
2. Time Management:
•Plan business & leisure travels including flights & hotels booking, assistance to obtain the required visas; liaise with all the parties to guarantee a smooth travel
•Manage and maintain the Directors schedule and notify affected parties in a timely manner.
•Ensure the Director is briefed on all meetings, collating relevant papers and materials. Undertake research to support meetings.
•Ensure all actions from meetings and correspondence are recorded, acted on and reported.
•Manage, monitor and maintain the Director correspondence.
3. Recruitment
•Search for clients, negotiate terms & sign up contracts
•Job Profiling, Job Descriptions & Advertisement
•Candidate Attraction & Screening
•Perform a preliminary interview and assess applicants in matching client’s requirements
•Brief the candidate about the responsibilities, salary and benefits
•Help applicants to prepare for interviews
•Ensure a proper feedback and communication system for Candidates and clients
•Assistance with DHA/DHCC/MOH licensing
4. Market Research, Presentations :
•Undertake research on key business activities and to collate, analyze and summarize data, information as required
•Assist with the preparation of reports, presentations and information packs for the Board
•Prepare market studies, feasibility studies for clients
5. Financial Responsibility:
•Monitor and manage the Director’s expenditures
•Coordinate payments in timely manner
•Undertake small cost negotiations
•Handle petty cash
6. Public Relations
•Handle all immigration matters: employees’ residency permit renewal, cancellations, transfer, commercial license renewal, and etc.
• Plan business and leisure trips including but not limited to visa arrangement, ticketing, accommodation, private jets, helicopters and yachts etc.
• Assistance with property purchase all over the world
• Handle bank account matters, control over expenses, screening transactions
• Translate documents & interpret during meetings and conferences
• Travel with the Chairman and assisting during business trips
• Manage and maintain constantly changing schedule
• Deal with incoming phone calls, mails, emails, communicate on behalf of the Chairman
• Market analytics, conducting research, compiling data and preparing papers for consideration
• Preparing invoices, reports, letters, financial statements and other documents
• Home staff recruitment: drivers, maids, butlers etc.
• Handle all personal matters of the Chairman’s family (assistance to find the best schools, universities, prepare documents for enrollment, preparation for exams etc.)
• Perform general office duties
• Liaise with clients, suppliers and other staff; be a gatekeeper of the Chairman’s office
• Handle petty cash
Meeting couples to discuss their requirements and budget.
Coming up with creative ideas and themes;
Advising on wedding customs or etiquette;
Preparing proposals and quotations for the work
Agreeing prices with suppliers such as florists, photographers, caterers, venues etc;
Making sure couples are kept up to date with wedding plans;
Keeping detailed records to make sure that costs stay within budget;
Being at the venue on the day of the wedding to make sure that everything goes to plan;
Researching new products, services and suppliers, through word of mouth, online or using social media;
Dealing with paperwork, phone calls, emails and letters;
Updating website, blog and social media with recent events.
Meeting with clients and proposing them the hotel as a venue for conferences, weddings, birthdays, anniversaries, charity events, trade shows, sales meetings, business meetings;
Calculating budgets;
Arranging entertainment program, audiovisual equipment, decoration etc;
Menu planning;
Coordinating and monitoring event timelines and ensure deadlines are met;
Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc;
Prepare and modify event contract as requested.
Welcoming and assisting guests
- Checking guests in and out of the hotel
- Assigning rooms, issuing room keys, discounting cards
- Cash/payments control,
- Answering the phone
- Making reservations over the phone,
- Maintaining hotel room inventory
- Answering all the queries of the guests and assisting them in every way possible, so as to give the guests maximum customer satisfaction
- Helping guests with information about the city.