Executive Assistant to COO
Bin Hendi Enterprises
Total years of experience :14 years, 3 Months
1.Organizing meetings for the COO including necessary infrastructural arrangements, co-ordination for issuing agenda and maintaining minutes of the meetings and filing of various important documents of the company related to COO’s office.
2. Responsible for the orderly establishment, maintenance, and correspondence in order to ensure easy access to filed data. Maintain custody of all original documents
3. Develop Master COO Office files register including labeling current files and archiving all old files.
4.Liaising with management staff and various parties to ensure the smooth running of the office
5. Create, implement and maintain work flow process within the office of the COO
* Managing diaries, appointments and controlling access to the CEO’s calendar.
* Preparing meeting agendas, organizing and attending meetings and ensuring the CEO is well-prepared for meetings.
* Take and distribute minutes of meetings to the attendees and concerned departments.
Manage, provide support of different types and attend CEO’s events such as seminars, conferences and exhibitions.
* Plan, arrange and attend the organization Open Door Day employee’s event with the CEO, follow up with concerned personal to ensure the preparation of the summary and with the HR department for the directive of the CEO.
* Maintaining the strict confidentiality of all transactions, reports and other office matters.
* Preparing and ensure the delivery of all the correspondences related to the CEO office.
* Organize, plan and attend the visit of VIP guests and group associates.
* Acting as a first point of contact, dealing with correspondence and phone calls.
* Processing CEO’s business expenses and other administrative items.
* Travel arrangements including visa application and schedules of all services for the CEO family members.
* Follow up with all appointed contractors for the updates work in progress report.
* Prepare and edit correspondence, communications, presentations and other documents.
* Liaise with other departments heads and follow up with related administrative agendas.
* Arrange and Co-ordinate calendar & meetings
Record, transcribe and distribute minutes of meetings.
* Monitor, screen, respond to and distribute incoming communications.
* Extending support to CEO’s office for administrative activities.
* Maintaining Personnel files, and completing all Administrative transactions with the Head Office Personnel Department.
* Handle Administrative activities such as Insurance Policies, Transportation facilities arrangement, Employees annual leave, Airline Tickets arrangement, vehicle registration, etc.
* Implementation of HR policies, rules and standards as stipulated in
Al Ghurair Trading Group Personnel Procedures Manual related to employment, compensation, benefits, training and health & safety within the unit.
* Process all legal paperwork required for business activities with municipality, chamber of commerce, and other local authorities through the specialized service provider.
* File documents/register documents in a sequence manner for the internal auditing.
* Administer the recruitment procedure of employees, facilitate the schedule of interviews.
* Liaise between the General Manager and subordinates or other transmits directives, instructions, and follow-up on status assignments.
* Prepare the travel arrangements, hotel booking for the employee as well as the company guests and coordinate the visas process through the consulates.
* Typing as well as preparing business correspondence, organizing, and filing all the related documents that the General Manager office incurred.
* Preparing employment contracts and enrolling employee for joining, keeping record and collecting information for visa application.
* Coordinating with different insurance companies for employee & other company insurances, processing medical claims, Vehicle insurance claims.
* Provide all secretarial support to the Director and Managers.
* Contact the applicants, categorize as per educational application, segregation of the department head response and process of the final accepted applicants as per the internal scholarship policy.
* Contacting the recommended professors and instructors, provide related employment offers, arrange travel and local accommodation and other related support.
* Maintain and update the directory of local and international professors.
* Manage and provide support for events, seminars and conferences.
* Handle correspondences, invitations and distribute accordingly.
* Maintain the Director office agenda and documents.
* Handle travel arrangement, accommodation and local logistics for the Director and guests.