Executive Assistant
EXPO 2020 Dubai
مجموع سنوات الخبرة :17 years, 2 أشهر
Strategic Responsibilities:
Responsible for managing the full delivery of assigned projects as well as being able to assist other people managing their projects
Provide input to strategic and operational plans for the Expo2020 IFT department based on impacts from assigned projects.
Contribute to the achievement of short- and long-term goals of Expo 2020.
Operational Responsibilities:
Create and manage project plans for assigned projects to maximize on time delivery within agreed budget and scope.
Define project schedules, allocate resources, and monitor progress.
Develop detailed project plans to allow efficient monitoring of progress.
Develop project scope and objectives, involving all relevant stakeholders.
Align project objectives with Expo 2020 goals and ensure all team members are clear on such objectives.
Establish mechanisms to manage changes to project scope, schedule, and costs including any required management approval.
Coordinate internal resources and third parties / vendors for successful execution of assigned projects.
Create and maintain comprehensive project documentation.
Manage project stakeholders to maximize successful project delivery.
Develop procedures to manage quality on assigned projects and monitor quality on a regular basis.
Provide regular reports to management on assigned projects.
Ensure effective management of project risks including identification of potential mitigation methods and escalation of risks as required.
Any other prioritized tasks assigned by SVP IFT, as required by needs and working practices.
People Responsibilities:
Serve as a collaborative and supportive team member
Provide on-going support and feedback, coaching, and development to enhance the IFT team’s performance and capability in the domain of project and program management.
Manage and maintain Chairman’s schedules, appointments and travel arrangements
Manage and maintain Chairman’s personal requirements for properties and credit cards
Arrange and co-ordinate meetings and events
Monitor, screen, respond to and distribute incoming communications
Answer and manage incoming calls
Receive and interact with incoming visitors
Liaise with internal staff at all levels
Allocate available resources to enable successful task performance
Co-ordinate office staff activities to ensure maximum efficiency
Ensure filing systems are maintained and current
Ensure security, integrity and confidentiality of data
Analyse and monitor internal processes
Co-ordinate schedules, appointments and bookings
Assist the Senior Engineers in related research and data gathering in ensuring design, quality and safety standards are met by all parties involved and the overall intentions and objectives of the project are met from all engineering perspectives.
Perform regular reporting to Management.
Attend project meetings and provide reports to management.
Ensure professional communication skills and constant follow up with clients, developers, engineers, and staff for projects concerned.
Carried out my duties diligently and faithfully in the best interest of the Company
Ensure good rapport with team members and support team projects.
Ensure that administrative duties given by the management are adhered to.
Manage content for the internal web portal.
Updating and managing the content.
Update product information and content on the website.
Editing/ re-sizing banners, images, promotions etc for display on the website
Maintaining content while ensuring that approvals and postings are completed within deadlines.
Promote available listings by advertising them on various online platforms, through emails and phone calls.
Interview potential tenants/ buyers to identify their requirements for the property they seek. Assist them with viewing various options and finalizing and closing each deal from start to finish
To manage the daily operation on the office/ lobby and all its requirements.
To monitor the temporary and service badging process for all visitors to the office.
Management of required in scope supplies; F&B, Stationery, Business cards, etc.
To receive, process and action all cases opened by the staff on helpdesk module.
Re-allocation and distribution of non-helpdesk related cases to vendors.
Ownership of occupancy reports and desk space management in collaboration with the central team.
To conduct daily floor walks and open plan area and inspections to make sure all equipment is in good working order. Create a schedule of regular evaluation of the facilities.
To co-ordinate repairs and maintenance of all equipment and included hardware with the local suppliers/vendors.
Maintain accurate records of the condition of the equipment and other systems in the building.
Participate in the development of policies and procedures that affect the use of supplies and facilities.
Create monitoring systems or programs in the institution to detect problems as easy as possible.
Initiate interventions to solve problems in the facilities.
Develop a system for cleaning, repair and maintenance of facilities.
Ensure the safety of the building or establishment from fire, flood, and other hazards.
Maintain the efficiency and good working conditions of the facilities.
Coordinate with other offices and units for things that are not within the scope of the facilities service team.
Participate in preparing the budget and so that the facilities maintenance team will get the facilities maintenance team will have adequate funds for its operation.
Coordinate with the upper management on work issues.
Assisting in the development and implementation of long-range plans.
Participating in the selection, training and supervision of all clinic staff.
Planning and coordinating daily work assignments and operations.
Evaluating performance, recommending merit increases and disciplinary actions.
Resolving problems, both administrative and operational (including the maintenance of clinic property, computer systems and installed software applications) and ensuring compliance with regulations and standards.
Assisting in the development\implementation of cost effective policies and procedures for all administrative and operational areas.
Ensuring the effective implementation and administration of benefit programs, wage scales, job descriptions, personnel policies and payroll practices.
Processing Visas for new employees, renewal of visas and cancellation of Visa by liaising with the PRO and Ministry of Labor.
Assisting with day-to-day accounting matters including preparation of cheques, bank deposits, bank reconciliations and the control of all matters pertaining to Accounts Payable and Accounts Receivable.
Serving as a liaison between clinic and external agencies.
Working with medical staff to ensure quality patient care and services are provided.
Maintaining the strictest confidentiality.
Performing other duties as assigned.
Diary and Travel management.
Systematic paperless filing of contacts and daily correspondence involving business trade.
Generation of summarized reports on every file involving business transactions.
Maintaining a methodical track of payments towards utility bills, service charges, and other miscellaneous expenses for residential and commercial properties.
Possession of behavioral aptitudes such as interpersonal, administrative, correspondence and supervisory skills.
Maintaining a high degree of professionalism, proper discretion, and tactfulness in dealing with confidential matters.
Excelled in role requiring the ability to handle a variety of customer service and administrative tasks and resolve customer issues with expediency.
Demonstrated proficiencies in telephone and front-desk reception within a high-volume environment. Calmed upset/angry customers researched and rapidly solved problems and rebuilt client trust to prevent the loss of key accounts.
Led “cleanup” of company database and files. Restored organization to personnel, financial and operational records and accelerated data input, processing and retrieval times.
Consistently praised by management for the quality and timeliness of reports, attention to detail, exemplary customer service delivery and team-player attitude.
Supporting Top Management with telephone conferences, travel management including obtaining international visas and flight and hotel arrangements etc.
Help promote and drive business opportunities.
Performing any tasks or duties as required, at the request of the Management.
Managing the daily administrative tasks including scheduling appointments, keeping track of calendars, scheduling meetings, correspondence, diverse and operational task, including public relations and business development.
Diary and Travel management.
Systematic paperless filing of contacts and daily correspondence involving business trade.
Generation of summarized reports on every file involving business transactions.
Maintaining a methodical track of payments towards utility bills, service charges, and other miscellaneous expenses for residential and commercial properties.
Possession of behavioral aptitudes such as interpersonal, administrative, correspondence and supervisory skills.
Maintaining a high degree of professionalism, proper discretion, and tactfulness in dealing with confidential matters
