Executive Assistant
Nestle Middle East FZE
مجموع سنوات الخبرة :14 years, 8 أشهر
• Coordinate travel visa, flight booking and hotel accommodation for managers & regional team
• Provide clerical support to departments, raising PR/PO for events and marketing activities & Medical reps.
• Schedule and verify appointments
• Filling confidential and sensitive documents.
• Coordinates office management activities.
• Prepare agenda for meetings
• Maintains employee confidentiality and protects operations by keeping human resource information confidential
• Coordinating All Gulf Distributor - PR/PO (Salaries, T&E, Events and expenses)
• Reconciliation (Bank and Distributor)
• Detailed checking all Debit Note expenses
• Close monitoring of Managers Calendar
• Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
• Make travel arrangements for executives and VIP`s
• Attend meetings and keep minutes
• Receive and screen phone calls and redirect them when appropriate
• Handle confidential documents ensuring they remain secure
• Assisting Manager presentation, conduct research and prepare presentations or reports as assigned
• Coordinating WNSC website
• Schedule and verify appointments and meetings of managers.
• Provide general secretarial / administration support to senior managers & Directors
• Maintaining guest schedule on outlook
• Organizing external / internal meetings attending them and taking minutes.
• Liaising with other staff regulatory authorities, suppliers and clients etc
• Writing reporting and briefing papers and making presentations
• Raising purchase orders, expense claims and arranging invoices.
• Travel and trip arrangements for agents, customers, visitors, etc,
• Organize and close monitoring of staff visa.
• Organizing courier corporate rate, hotel, travel insurance and health insurance.
• Excelled within deadline-intensive environment, ensuring the accurate and on-time completion of all projects.
• Coordinating exhibitions and Preparing exhibition reports
• Planning and deciding promotional items as per guidelines and standard
• Organizing Sales literature/ brochures, training and Seminars
• Taking quotations as per manager’s requirements
• Perform filing, data management, drafting and editing short office memos
• JAFZA documentations
• Handling incoming / outgoing calls, electronic enquiries and forwarded telephone calls and messages to appropriate person
• Monitoring inventory, office stock and ordering supplies as necessary.
• Updating & maintain the holiday, absence and training records of staff.
• Setting up and coordinating meetings and conferences as per office and manager requirements.
• Prepare, record, check over and proofread correspondence, invoices, presentations, brochures, publications, reports and relevant material
• Involvement in social media implementation.
• Provide general secretarial / administration support to senior managers & Directors; Conducting research on behalf of managers
• Raising purchase orders, expense claims and arranging invoices. Handling petty cash funds.
• Custom Documentations and preparing shipping documents once payment is received.
• Meeting and greeting visitors ensuring they are signed in and inducted
• Open and distribute incoming regular material and co-ordinate the flow of information internally and with other departments and organizations
• General administration duties, photocopying, filing, Faxing, printing, scanning issuing visitors Gate pass and location map
• Assuring office is neat, and stocked with necessary tools for functionality
• Receives incoming calls, announces callers, takes messages and/or refers caller to appropriate sources; Places and completes calls as requested
• Reconciling petty cash
• Chasing outstanding customer accounts
• Assisting internal/external auditors with queries
• Document preparation for Export/ Import
• Preparing shipping documents once payment is received
• Custom Documentations
• Maintaining the Inventory record in system on line
• Self correspondence - Drafting letters, typing
• All Bank letters regarding transfer of funds
• Filling of Documents (maintenance of personal file)
• Sending / booking couriers
• Coordinating with visitors and gate pass then Assist visitors
• Making Travel arrangement ( flight and hotel bookings)
• Preparing monthly sales report with clients and updates.
• Responsible of up-dating files from the headquarters and send to all concern person
• Responsible in making details or invoices in client for custom purpose
• Assisting day to day office administration
• Take charges of marketing materials
• Responsible of Inventory and orders of stationeries & grocery supplies
• Resolve customer complaints via phone, email, mail, or social media.
• Use telephones to reach out to customers and verify account information.
• Greet customers warmly and ascertain problem or reason for calling.
• Cancel or upgrade accounts.
• Assist with placement of orders, or refunds
• Advise on company information.
• Take payment information and other pertinent information such as addresses and phone numbers.
• Place or cancel orders.
• Answer questions about warranties and terms.
• Act as the company gatekeeper.
• Suggest solutions for better procedure of promotion.
• Handle product recalls.
• Attempt to persuade customer to reconsider cancellation.
• Utilize computer technology to handle high call volumes.
• Work with customer service manager to ensure proper customer service is being delivered.
• Compile reports on overall customer satisfaction.
• Handle changes in policies or renewals.
• Act as the manager's first point of contact with people from inside and outside the organization.
• Screen telephone calls, inquiries and requests, and handle them when appropriate.
• Greet and guide visitors, organize and maintain diaries and make appointments.
• Review incoming email, faxes and letters.
• Produce documents, briefing papers, reports and presentations, carry out background research and present findings into subjects the manager is dealing with.
• Organize and attend meetings and ensure the manager is well prepared.
• Regularly stand in for the manager, making decisions and delegating work to others in his absence