executive secretary to ceo
Energy Engineering
Total years of experience :10 years, 2 Months
• Implement and document various HR and Administration policies, ensuring that they are rolled out across the company.
• Management of internal communications.
• Coordinate office works and fitout including roll out of biometrics time management system.
• Raising, issuing and reviewing Employment contracts across the UAE, UK and US.
• Reviewing and reducing office spends on telecommunications.
• Handling personal property of the CEO.
• Resourcing and screening applicants for managerial roles with the company.
• Coordinate all due diligence for the divestiture of WDI.
• Managing all the Leadership team Outlook calendars including sending/accepting/deleting/amending invites.
• Coordinating meetings, including online/conference call/inter-office, with both internal and external shareholders.
• Scheduling and arranging global company conferences.
• Making all GCC and International travel arrangements, including liaising with teams in Dubai offices
• Arranging and managing visas for various regions.
• Coordinating management events.
• Preparing and collating Leadership and Country Management reports.
• Maintenance of travel tracking spreadsheet.
• Managing subscriptions and registrations for IADC and SPE conferences and events.
• Screening calls.
• Flexible work hours, with the ability to attend to any urgent after hours calls/emails.
• Ensure compliance with company QHSE policies.
• Carry out work assignments to the highest quality level in accordance with policies, roles and responsibilities.
• Understands and communicates with management the financial impact of all administrative actions taken in terms of travel & hotel bookings.
• Responsible for time sheets and expense claim processing for Leadership Team and coordinating with the Payroll Department.
• Meeting and greeting all external Executive Leadership visitors.
• Understand Business objectives and effectively contribute towards the mission, vision and values of the Company.
• Develop and maintain effective internal customer relationship.
• Manage and update the WDI website with the site developers.
• Organises and maintains office operations and procedures for both the Dubai and KSA office.
• Manage the delivery of office based services to include but not limited to cleaning, security, contractors, utilities, stationery, couriers, planned and preventative maintenance, recycling and confidential waste.
• Manage all employee on boarding including raising contractual paperwork, applying for and handling the visa process and setting up health insurance. Occasionally working with contracted lawyers and TECOM to overcome immigration issues.
• Calculate monthly payroll for staff including deductions, bonuses and incentives, pay rises and end of service gratuity payments.
• Perform accounts payable processing and other basic accounting functions to include raising and issuing POs on the PeopleSoft accounting system, registering new vendors and approving quotations. Once invoices are received, responsible for reviewing them and uploading them for payment.
• Reviewing and reducing all office spends in terms of travel, office supplies and telecoms. In 5 months, reduced spend on hotels by 100, 000 AED by negotiating and setting up new contracts.
• Supporting the General Managers and Directors with complex travel and visa arrangements.
• Reviewing CVs for potential staff and interns, conducting initial screening stage and liaising with all parties to arrange interviews.
• Overall accountability for the effective operation, HR, servicing, security and compliance of the Spencer Ogden Dubai office.
• Responsible for renewing and amending the company Trade Licence in line with company requirements and UAE compliance.
• Delivering and maintaining procedures for the operation and usage of the building in compliance with relevant legislation and agreed operating standards whilst maintaining all building related records & service agreements.
• Directly provide the CEO and all global Directors monthly statistical data and reports.
• Deliver cost efficient management of the office in line with global company protocol.
• Responsible for facilitating and overseeing the new office build, ensuring the new office meets company standards for design and branding, and coordinating the office move.
• Responsible for the processing of new appointments and changes to existing employment contracts to ensure in line with UAE Labour Law, including raising and issuing of offers of employment contracts and working alongside PRO to process all visas and UAE Labour Contracts.
• Managing and contributing to all HR matters including interviews, inductions, performance management meetings, reviews, exit interviews and promotions.
• Accountable for the new starter process internally ensuring all new starters are on boarded correctly and prepared for their first day at Spencer Ogden, including training and systems set up and HR Induction.
• Inputting correctly and ensuring data on all employees is effectively maintained by the use of the HR database and ensuring that effective records are kept with regards to personnel files and other HR documentation.
• Collate and report on all rolling billings and written business for EMEA Director to present at company Board Meetings.
• Review all client Terms and Conditions of Business from a commercial and legal perspective and highlight clauses as well as making recommendations for negotiation.
• Provide 1st line IT Support for the office, including the management of IT and telecoms infrastructure for the office, liaising with Head Office and third party provider when required.
• Provide diary management, telephone screening and correspondence for the country Sales Manager.
• Run and analyse weekly and reports showing the number of contractors and growth of contracts team business, global business sales figures, global office growth and individual team deal data; displaying data and graphs for all company directors.
• Plan, organise and book global travel for contractors and internal staff, including global mobilisation and demobilisation flights, accommodation and ground transport.
• Meet and greet both clients and contractors, providing and maintaining a professional and welcoming service.
• Answer general calls made to the London office, assisting with general enquiries and diverting calls to the appropriate persons.
• Investigate general internal and external problems or issues, providing a “Contractor Care” service to all global contractors, handling confirmation and legal documents and information, finding solutions to queries.
• Review all client Terms and Conditions of Business from a commercial and legal perspective for the Aberdeen, Houston, Dubai offices, along with three teams for the central London office.
• Highlight all clauses in Terms and Conditions that may be detrimental to the business, and make recommendations to Directors.
• Liaise with Clients and their legal and procurement departments to negotiate and agree successful framework agreements.
• Draw up all Employment Contracts for contractors, ensuring all legal liabilities and requirements are highlighted to protect the business.
• Manage and facilitate the on-boarding of all contractors, including drawing up letters of invitations for visa, investigating global payroll solutions, organising medical checks and employment screening.
• Review invoice and purchase orders prior to the accounts department issuing them to Clients.
• Maintain a weekly audit of all Terms and Conditions and framework agreements that are out for review to monitor business development, tracking the progress and preparing reports.
• Investigate and update the Contracts Manager on changes in legislation and regulations, making recommendations for improvements.
• Compile Terms and Conditions training documents, presentations and events for recent employees to the business, educating new consultants.
• Travelling throughout Europe to meet with both candidates and clients, representing Spencer Ogden.
• Deliver a high calibre and proactive contractor management service throughout the worker population with focus on quality service, delivered in a timely, efficient and professional manner.
• Deliver efficient and speedy on boarding and induction administration for new contractors, ensuring that all new starters and compliant to client and company requirements and SLA’s and tight deadlines before starting their new role.
• Screen and vet candidates for a variety of roles within the financial, pharmaceutical, engineering and communication industries including verifying identification documents, requesting and verifying employment references and CIFAS, sanction and credit check.
• Ensuring that each candidate is complying with regulatory requirements, complying with internal and external procedures and policies. Conduction regular internal and external compliance audits.
• Act as a prime contact and interface for Operations, clients, consultants and contractors.
• Manage the on boarding administration for all new starters; offer letters, raising and issuing contracts, termination letters, payroll instructions, invoice and timesheets.
• Carry out company checks including credit and directorship checks.
• Ensure and maintain the accuracy, quality and integrity of data entered onto the database.
• Analyse reports to understand and follow the on-boarding SLAs for each individual client.
• Communicate with authority, with the ability to negotiate and influence both clients and colleagues.
• Present, explain and interpret information accurately, clearly and in an appropriate way to both candidates and fellow employees, focusing on attention to detail.
• Maintain and organise a team inbox and diary management, distributing work and provide reporting and statistical data as appropriate.
• Manage the CDT internal and external communications and respond to any enquiries or queries.
• Organising the distribution of course posters and materials.
• Document, report and presentation production.
• Full administrative support; preparation of presentations, copying, filing, scanning, correspondences, retention of data, manipulation of data using Excel, sending of post, organising diaries, binding documents, mail merges
• Responsible for management of all compliance for three departments; Doctors, BMS and Radiography.
• Responsible for ensuring that all locums are compliant and able to work within the NHS, including the management of over 300 files.
• Liaising with the locum staff and guiding them through the compliance process.
• Set monthly KPI’s which are reviewed and appraised by both the sales and operational managers.
• Liaising with 3rd parties including NHS Trusts, Occupational Health Departments, Criminal Records Bureau (CRB) and training providers.
• Compiling documentation for the locums regarding revalidation and appraisals.
• Organising accommodation, transport and training days for locums, colleagues and clients.
• Verifying passports and visas for locums.
• Informing and updating the locums of upcoming legislation changes.
• Management of a small team of telesales employees; including setting them KPI’s, reporting their KPI’s to the operational manager, training each employee in their role. Managing and ordering office supplies and stationary.
• Representing the company at many different events and exhibitions, providing a personable face to the company.
