Office Manager
Liberty Investment Company
مجموع سنوات الخبرة :9 years, 9 أشهر
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- Balancing multiple tasks within deadline-driven atmospheres while providing top-level services and maintaining strict attention to detail.
- Interacting effectively with cross-functional departments to streamline operations and achieve business success in fast-paced environments.
- Maintains Deputy Chairman appointment schedule by planning and overseeing schedule and Calendar management.
- Supervising project management and records maintenance, ensuring adherence to organizational procedures and policies to ensure outstanding productivity and performance.
- Maintains Deputy Chairman privacy and protects operations by keeping information confidential.
- Contributes to team effort by accomplishing related results as needed.
- Develop and carry out an efficient documentation and filing system.
- Draft and prepare reports, minutes of meetings, presentations and briefs and follows up on assigned action items.
- Serves as the Deputy Chairman administrative liaison to C level executives, finance committee and managing daily activities, which include coordinating monthly performance meetings and Semi- yearly Shareholders meetings.
- Act as the point of contact between the Deputy chairman, GMs and external parties.
- Communicates with the general staff on Deputy Chairman behalf and coordinates high-level meetings both internally and externally.
- Drafts reports, letters, memos; prepares and coordinates verbally and written communication with group companies.
- Managing highly complex travel itineraries and multi time zone agendas.
- Creating systematic measures to review operations, customer transactions and employee activities
- Ensuring that processes flow smoothly and conducting efficient operations and businesses
- Achieving effectiveness and efficiency of operations, reliability of financial reporting; and compliance with applicable laws and regulations.
EXECUTIVE ASSISTANT ROLE
- Provide Ad-hoc Managerial support to the Functional Executive Community (CEO, CFO, COO and CIO)
- Act as a key point of contact between the EXCOM offices and the internal and the external partners. This includes interacting with banks, suppliers and principals.
- Restructured an effective travelling programs for EXCOM, manage their overseas travel itinerary, books tickets confirm business agendas, arrange hotel stay, vehicles and special events as required.
- Managing the EXCOM compensation and benefits including but not limited to attendance, annual, medical, and unpaid leaves; medical insurance and claims reimbursement, travel expense and annual air tickets.
- In charge of work permits and residency regulation for UAE and Angola - for both EXCOM and their families.
- Miscellaneous tasks for the EXCOM including taking minutes of meetings, circulation and following ups.
- Created a robust follow up system whilst ensuring that key tasks, reports and projects assigned are fully completed and deadlines met.
- Managing the day to day activities of the EXCOM community to achieve maximum efficiency and effectiveness.
- Handling highly confidential files and records
OFFICE MANAGEMENT
- Contact point with UAE government sector (Ministry of Foreigner affairs, justices and health authorities)
- Managing and supervising the renewal of licensing and legal authorizations
(Establishment card, trade licenses, office/property insurance, workmen’s compensation)
- Facilitated the internal weekly meetings, prepared agendas, circulate minutes of the meetings, and follow up on action points.
- Collaborated in building a grading system that reflects the employee’s capabilities and knowledge
- Amplified the training and development sector within the company
- Performance and end of the year appraisal. Boosted and supported the group head of HR in terms of determining the bonus plan of each employee based on the PA)
- Developing HR policies (Shanghai and Dubai offices)
- Guiding the finance team in the process of payroll and end of service settlement
- Arrangement of NOC, salary certificate and employment certificate issuance.
- Constructed induction programs of new employees including but not limited to payroll, announcement, work permits, probation period and NDA.
- Strengthened a recognition-rich work culture by creating a reward recognition system
- Revamped the CSR department within the organization with higher aim to health, philanthropy and volunteering
- Track contract status and contracts through implementation process
- Use Marketplace Contract Information System to investigate applicable contracts
- Assist administrators in negotiating the terms, dates and payments of contracts with service
vendors and suppliers
- Responsible for most of mock-up inspection with leading clients within Dubai
- Project team in Olympics Rio De Janeiro, Brazil 2016 Tendering.
Prepare the detailed schedule with engineering, procurement and design departments. It will
include all project phases and dependencies including at least preliminary engineering, property
review and acquisition, detailed design, material procurement, installation, test and turn-up, and
site and system acceptance.
- Project coordinating in several shields \ metal warehouses contracting for Ministry of Defense,
- Managing the aspects of client’s engagement including marketing and executive-level mapping
- Using communication skills to successfully prospecting clients, arranging and coordinating appointments
- Making sure suppliers have enough stock to meet demand
- Provide professional and confidential administrative support to the Chairman and supporting C level executives
- Handling of all Office Administration matters including staff entry and exit procedure
- Flight and Hotel bookings
- Recruitment and assisting with Interviews
-Office supplies and equipment maintenance and ordering