Executive Assistant to President
Ford Middle East
مجموع سنوات الخبرة :16 years, 10 أشهر
• Manage the day-to-day administrative affairs of the president’s office: scheduling all appointments, conferences and speaking engagements and other commitments; handles changes or cancellations as deemed necessary and/or appropriate.
• Provide the president with background information, meeting summaries and supporting documents in preparation for scheduled appointments, meeting; coordinates with other departments as necessary for speeches and communications.
• Arrange corporate travel and meetings by developing itineraries and agendas, visas, scheduling flights, booking other transportation, arranging lodging and meeting accommodations.
• Work multiple priority activities that require extensive coordination in multiple time zones; schedule appointments and meetings, and manage the calendars for President and other leadership members as assigned
• Organize leadership Events. Provide logistical and on ground support for major customer and employee events.
• Resolve day to day operational issues regarding the Executive Office work practices and procedures, seeking ways to continually improve and maintain high professional work standards.
• Manage both paper and electronic filing systems
• Coordinate internal and external announcements
• Provide business and administration support for the Vice President of Lubricants business such as scheduling meetings, preparing correspondences, travel arrangements.
• Review and proofread documents prepared for the manager’s signature
• Act as liaison between the manager, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments
• Assist with the maintenance of office procedures and policies
• Track and maintain the legal agreements
• Provide support for the projects
• Manage and keep record of annual leave schedule for Lubricant business
• Support and arrange induction action plan along with HR for the new joiners in lubricants business, and coordinate with other departments to get all the facilities available
• Organize all aspects of Business events, including product launches, seminars, etc.).
• Manage travel requirements for outbound BP lubricants Managers and inbound business visitors (hotel bookings, flight tickets, visa arrangement).
• Manage procurement of the office requirements to the team such as stationery and ordering business cards
• Assist with operation of the online system for purchase orders including initiating the Purchase Order for ordered products before receipting and clearing for payments
• Handle the invoices payment and keep records
• Manage travel arrangement for the management and keep up with the latest developments in the travel industry. (hotel bookings, flight tickets, visa arrangement)
• Event Management: (Staff parties, meetings, conferences, outings, team building….)
• Supervise, evaluate and plan the work of other administrative staff
• Manage facilities including vehicles, equipment, offices, Expatriate Managers properties
• Ensure office meets health and safety requirements
• Negotiate and handle the long-term agreements with suppliers of services, such as travel agents, insurance companies, cab drivers, hotels, stationary suppliers, food suppliers, courier companies, Safety, cleaning, maintenance and furniture suppliers in coordination with the purchasing department, where appropriate, and in accordance with the purchasing policy.
• Maintain computer files, directories, databases and websites
• Oversee inventory and orders of office supplies and services and ensure adequate stock at all time.
• Manage the invoicing: Verify and record invoices for the purchase orders created (SAP system)
• Manage the archiving system and maintain office records
* Supervise Front Desk operations during your shift to a consistently high standard.
* Ensure your shift team have an up to date knowledge of hotel products, services and pricing along with any special promotional offers
* Advise your shift team of any special events or VIP guests in the hotel that day
* Monitor the appearance, standards and performance of Team Members with an emphasis on training and team work
* Deal with guest queries and any complaints promptly and efficiently
* Prepare for the group Check-in
* Allocate the rooms for the arrivals depending on their request and preferences.
•To handle front office duty including check-in and check-out of guests
•To handle complaints and feedback of guests
•To furnish guests on information about the hotel services and facilities
•To upkeep a high service standard and smooth operation
•To arrange the room Chek-in for the VIP guests
Thesis : (Tourism press and The Development of International Tourism in Morocco)