Team Assistant
Henkel
Total years of experience :13 years, 2 Months
Supporting Regional Head of HR and Senior HR
Managers in UAE with administrative tasks
• Support Regional Strategy Project Manager with
the development and implementation of regional
projects as and when required and follow up with regular communication to ensure deadlines are
met
• Handling Head of HR’s calendar and appointment
scheduling
• Manages business travel arrangements, prepares
travel expenses for Regional Head of HR and/or HR
team members
• Responsible for excellence in meetings and
events preparation, set-ups, and follow-ups
• Prioritizing Head of HR tasks and handling all
matters with the strictest confidentiality
• Professionally interacting with individuals at all
business levels, both locally and globally
• Attends Regional HR calls and responsible for
taking meeting minutes.
• Maintain and improve office inclusivity and
positivity, by initiating team gatherings and
organising culture events
Preparing & Maintaining minutes of meeting for clients
• Organizing meetings for clients
• Facilities the fulfilment of all regulatory requirements for clients.
• Assisting clients with board/shareholder resolutions.
• Carry out all other tasks assigned by the management.
• Preparing and maintaining board/shareholder resolutions for clients.
• Carrying out corporate secretarial and compliance services for clients.
• Assist the clients with compliance related enquiries
• Contribute to robust and effective compliance controls within the organization
• Liaising with third parties on behalf of clients.
• Drafting and assisting clients with implementation of policies and procedures.
• Coordinating with internal and external parties to ensure clients' compliance with regulation.
• Coordinating with CZ group companies on clients' compliance matters
• Investigate irregularities and non-compliance issues
Anticipates the needs of the CHRO and prioritizes for the
CHRO as needed.
Plans, coordinates and ensures the CHRO's schedule is
followed and respected. Acts as a "gatekeeper" and
"gateway" role, creating win-win situations for direct
access to the CHRO's time and office.
Provides a bridge for smooth communication between
the CHRO’s office and internal departments while
demonstrating leadership to maintain credibility, trust
and support with senior management.
Acts as a "barometer, " having a sense for the issues
taking place in the environment and keeping the CHRO
informed.
Prepare and submit Board and Operating Committee
memos and documents
Take and draft meeting minutes for committees as
required
Act as a resource to other EAs in the company and keep
a team mentality so they are informed of HR initiatives
and impending deadlines
Manage HR budget and track contracts/expenses of HR
vendors
Successfully completes critical aspects of deliverables
with a hands-on approach, including drafting
acknowledgement letters, personal correspondence, and
other tasks that facilitate the CHRO's ability to effectively
lead the company.
Participates in the development and implementation of
efficient and effective systems for managing information,
projects and communications to ensure accurate and
timely responses.
Establishes and manages action items for follow up and
ensures timely completion of the items and/or extends
deadlines for completion as appropriate.
Provides a bridge between the CHRO’s office and
internal and external constituents, demonstrating
knowledge, diplomacy, and efficiency to maintain
credibility, trust and support with all stakeholders.
Works on projects that range in scope of complexity and
urgency
Prioritizes conflicting needs; handles matters
expeditiously, proactively, and follows-through on
projects to successful completion, often with deadline
pressures.
Researches, prioritizes, and follows up on incoming
issues and concerns addressed to the CHRO, including
those of a sensitive or confidential nature. Determines
appropriate course of action, referral, or response.
Keeps short- and long-term deadlines of the CHRO
straight and informs the CHRO of impending deadlines.
Handle confidential information and communications
tactfully, with efficiency and attention to details
Handles other duties and special projects as assignment
Schedule meetings and appointments
Support company operations by maintaining office systems and supervising staff.
Maintain office services by organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
Improve the environmental friendliness of the company by undertaking sustainable efforts and identifying green methods and processes.
Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Design and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
Keep management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
Help with the onboarding of new staff and introducing them to the company.
Consistently continue to innovate and improve the company processes and procedures.
Stock processes are adhered to
· Production of all month end reports (accounting)
· Management of Vendors / Suppliers - including pricing negotiation, and Audit,
· Supervision of the repair and service technician
· Basic Accounting, to include:
o Accounts receivables
o Accounts payable
o Bank reconciliation
o Petty cash control
o Sales Invoicing
o Month end closing
o Reports to HQ
Budget / forecasting creation through to management
· Health & Safety duties to ensure compliant
· Human Resources experience and management
· Marketing
Organize the office layout and order stationery and equipment
Assist management team and other office managers across MENA region in coordinating bilateral communications
Maintain the office condition and arrange necessary repairs
Partner with HR to update and maintain office policies as necessary
Organize office operations and procedures
Providing gene Coordinate with IT department on all office equipment
Ensure that all items are invoiced and paid on time
Manage contract and price negotiations with office vendors, service providers and office lease
Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
Liaise with facility management vendors, including cleaning, catering and security services
Ensuring the smooth running of the teams I am supporting
Responsible for arranging itineraries i.e. Flight, Hotel, Visas, Ground Transportation for VP and Other executives.
Prepare and submit expenses of VP and other executives
Perform a variety of administrative or executive support tasks that are highly confidential and sensitive.
Draft and prepare official letters, email and memos.
Support all employees and serve as the point of contact for all administrative concern.
Responsible for raising job requisition in Taleo and coordinate with HR.
Coordinate with HR in preparation of credentials of new employee
Coordinate with IT in ordering computers for new employees and ensure system is ready before joining date.
Responsible in ordering IT accessories and office supplies while adhering to a fixed office budget.
Prepare and order business cards and safety supplies for employees.
Coordinate with facility department and service provider for any issues in the office i.e. Repairs and Maintenance, renovation of office, electrical and AC issues, etc.
Managing gate pass and ensure they are requested appropriately and issued on time.
Monitor leave of employees and submit to HR for recording.
Update the organization chart and employee contacts.
Help resolve IT issues and requests by raising to helpdesk or coordinating to IT directly.
Responsible for arranging events i.e. Team building, team lunch, catering, all staff meeting, etc.
Dispatch documents through DHL and monitor the shipment status.
Taking care of DMCC portal i.e. License renewal, insurance, visa processing, and any other documents for compliance.
Provide general administrative support to all levels of employees under our Business Unit.
With high support to Tender team by registering tender, requesting shared emails and archive files properly.
Ensure timesheets are booked properly in Kronos and manhours scorecard are reported to HSE on a timely basis.
Check manhours of employees and ensure they are tagged on the right projects and align with the budget.
Assisted Marketing, Legal, Finance, Supply and Chain, Sales, IT, HR and Nutrition Departments
Manage supporting Senior Manager or Directors complex and frequently changing travel arrangements and co-ordinate preplanning of trips
Evaluate policies to ensure they are in compliance with corporate rules and mission.
General Admin Support
Acting as a first point of contact: dealing with correspondence and phone calls
Responsible for organising CEO travel and logistics including flights, visa requirements, hotel accommodation, car rental, meeting schedules while travelling and completing expenses.
Manage, coordinate and maintain calendar of CEO including appointments, meetings with royal family and local sponsors and travel
Secretarial support for meetings as and when required by the CEO, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments. Writing and distributing comprehensive minutes and action points to all members post meeting.
Managing database and filing system
Liaising with staff/clients and suppliers
preliminary drafting of correspondence on your boss's behalf
Taking action points and writing minutes
Provide executive and administrative support to CEO.
Undertake daily administrative tasks to ensure the functionality and coordination of the department’s activities
Support marketing executives in organizing various projects
Update spreadsheets, databases and inventories with statistical, financial and non-financial information
Assist in the organizing of promotional events and traditional or digital campaigns and attend them to facilitate their success
Assist in promotional presentations
Communicate directly with clients and encourage trusting relationships
Prepare Purchase Order for vendors and settlement payments before deadline
Arranging travel, visas and accommodation and reimbursements for the Marketing Department
Other Admin Support
Maintaining and developing relationships with existing customers via meetings, telephone calls and emails.
Negotiating the terms of an agreement and closing sales.
Gathering market and customer information and providing feedback on future buying trends.
Discussing special promotions with the customers.
Checking quantities of goods on display and in stock
Reviewing my own and the team sales performance, aiming to meet or exceed targets.