Senior Executive Assistant
MicroStrategy ME FZ LLC
مجموع سنوات الخبرة :13 years, 11 أشهر
Liaising with DMCC for all legal documents; trade license and employee visas
Arranging travel, visas and accommodation
Screening phone calls directed to Senior level management, enquiries and requests, and handling them when appropriate
Meeting and greeting visitors at all levels of seniority
Organizing and maintaining diaries and making appointments
Dealing with incoming emails, faxes and posts and corresponding on behalf of the Managing Director
Taking dictation and minutes
Carrying out background research and presenting findings
Producing and managing highly confidential reports and documents, briefing papers, reports and presentations
Organizing and attending meetings and ensuring the Managing Director is well prepared for meetings
liaising with clients, suppliers and other staff
Assign, coach and monitor clerical and secretarial functions
Office facilities management including ordering stock and allocating desks to new staff
Design and maintain an up to date and secure filing system
Fulfill all requirements requested by the MD and the Chairman
Lead and direct the team to deliver a comprehensive service to the business
Employee Relations; managing absence, disciplinarians’, grievances, sickness etc…
Measure employee satisfaction and identify areas that require improvement
Performance Management; coaching managers on performance management issues and processes
Learning & Development; providing guidance on development for managers and their teams
Training; Implementing the training and development agenda; identify areas that need attention and improvement
Recruitment & retention; managing talent and succession planning; taking overall responsibility for recruitment activity
Employee Manual, Policy & procedures establishment and implementation
Ensure all company policies and procedures are up to date in line with current employment law.
Ensure line managers are up to date with changes to any policies.
Deal with complex disciplinary/grievance and HR issues, using HR and company knowledge evidencing appropriate decision making skills
Assists in contract acquisition/review/negotiations/vendor selection and Rental Agreements
Handles group Medical & Life Insurance, claims, benefits, inclusions and exclusions of employees
Payroll management; consolidating monthly attendance sheets, Staff Time cards, Overtime, Leave, advances, deductions and compliance to WPS system.
Acting as a purchasing Manager when needed
Handling all office aspects and issues
Executive Assisting, Reporting directly and working as a right hand to the General Manager
Looking after and fulfilling office requirements
Transferring Salaries to Employees accounts through WPS system
Assisting our Public Relations Officer with Visa Issues
Handling orders for office Supplies
Ensuring office is running in the right manner and up to the required standards
Handling all accounting requirements and preparing reports to assist our accounting agency in all aspects
Liaise with relevant individuals, external organizations to arrange meetings, prepare agendas and minutes
Arranging flight and hotel booking for Sales Managers, General Manager and visitors
Preparing correspondence and reports for the head quarters in Germany
Coordinating material for in house and for Presentations
Managing of the diary and appointments for the General Manager
Taking and relaying accurate and timely messages and answering queries were possible
Draft, type and dispatch all correspondence
Maintaining comprehensive filing system
Undertake any other duties as requested by the General Manager
Handling office safe, running a cash flow
Invoice Settling
Running Reports that pertains to Regional Sales Managers
assistance for the CEO: calendar, Business Trips, Expenses logging and regional project coordination
Secondary Admin Support for the Middle East Country Manager, Sales Engineers, Partner Managers and Marketing
Manage PRO duties including: liaising with governmental entities for renewals, cancellations, official registrations, Trade license renewal, Establishment Card renewal, Parking Cards renewals
Liaise with finance, Legal and IT on office management related issues, including PO requests, vendor relationships: invoices and contracts
Work closely with HR regarding all HR related requests
POC for the Dubai Office Telecommunications provider contracts
Work closely with IS regarding all office equipment and employee equipment
Office administrative duties such as main POC on all mail/shipping requests
Maintain office supplies stocks