Executive Assistant - Assurance
pricewaterhousecoopers (pwc)
Total years of experience :24 years, 9 Months
Secretarial & Administrative support:
CIPS Partners, directors, Senior Managers, Managers as well as other members of the group when necessary.CoordinationPrioritizing of work and managed competing demands from Partners, directors, Managers and the rest of the group to ensure deadlines are met.
Document production:
Produce quality documents (correspondence, reports, proposals, letters of engagement, presentations, financial statements etc.) with accuracy and eye for details. Formatting that adheres to PwC brand standards and templates. Preparation of IFRS (International Financial Reporting Standards) training presentations and manuals for IFRS seminar and training held throughout the year.
Calendar management:
Organise partners and director’s diaries and respond to changing priorities, with access to managers calendars, need to know managers’ whereabouts and availability.
Meeting logistics:
Coordination of internal and external meeting and appointments (send meeting invites) and preparation of all required materials and logistics for the meetings. Arrange conference calls and distribution of dial-in details.
Administration:
Booking of travel arrangements, preparing expense reports, faxes copies, scans and printing of documents. Maintaining and developing and understanding of useful sources of information for the group. Involved in arranging group events and welfare activities.
Other projects or deliverables:
Assist in client, industry or practice development projects, initiatives or events. First point of contact to any general or ad-hoc CIPS inquiries either internal or external. Played key role in securing major accounts for the firm such as DHL, Gulf Gourmet, French Dickies, UBS, etc.
TEMPORARY ASSIGNMENT
Sr. Director / Sub-cluster Leader:
Secretarial assistance as per business plans/requirements & time schedule - travel arrangements, meetings including handling electronic calendar, personal & travel expense claims.
Liaise with the ISO for operational and functional directives.
Administration:
Overall office requirements including supplies and general upkeep
Represent CL in the User board meetings, participate in the Philips Family Day Committee
Responsible for arranging and monitoring document archiving on yearly basis
Maintain attendance records in addition to Holiday / Business Travel schedule, Employee personal details etc. for the CL department
Arrange CL internal conferences and team building activities as per the CL activity calendar with monthly town meeting involving all employees of the department
Establish meeting schedule in consultation with the MT, organize and ensure meetings and conducted in line the schedule
All arrangements for new employees joining, introduction, orientation, and liaising with HR/IT for necessary arrangements
Travel and accommodation arrangements of visiting guests & CL staff traveling all across (including visas, transfers, hotel etc)Involved with the negotiations and set up of contracts with hotels and travel services.
Arrange & co-ordinate employee welfare activities.
Management Team:
Minute and prepare Management Team meetings with follow-up of related actions
Consolidated travel arrangements for MT when necessaryInformation:
Monitor CL shared folders liaise with MT and It for access
Customers:
Assist Sales in carrying out the Annual Customer Satisfaction Survey (CSS) and also responsible for the findings
Assist in preparation of Moue’s & legal contracts (in liaison with CL Legal Dept. & attestation with the concerned authorities. Maintain a total update of Contract Summary
Provide assistance to F&A / S&M towards the issuance of price updates, incentive and targets achievements.
Developed and implemented a system to deal promptly with communications & queries to the CEO
Assist in the flow of confidential information through various communication channels. Perform assignments ranging from routine administration to more complex and varied professional activities and handle confidential matters with discretion.
Manage the diary of the CEO by arranging meetings, scheduling appointments for visitors, coordinating the organization of travel arrangements etc.
Coordination of information flow between the CEO and the development Centre, Sales Offices, Partners and Customers worldwide.
Coordinated single handily matters with major clients related to assigned projects with Arabian Adventures (Emirates Holidays), Kanoo Holidays KSA, Sun International Mauritius, Flight Center OZ & RSA, Sunset Holidays UK, Net Tours & Desert Adventures of Dubai,
Maintaining of detailed financial procedures from clients to HO; assists the CEO in the preparation of budgets & planning. Process accounts payable and receivable.
Coordinate work for Executive staff undertaking work or projects for the CEO.
- Provide administrative and secretarial support to Managing Director.
- Continuously implemented and improved departmental efficiency through
elimination of non-value added tasks.
- Prepared clear and concise independent correspondence.
- Reviewed and examined Management office’s correspondence. Exercised
initiative and independent judgment to resolve problems
- Managed and followed up with various organisations to which the MD is a Board Member / council Member / or on the Managing panel.
- Co-ordinated attendance of meetings to these bodies
- Improved operational procedures after analyzing the shortcomings in the
processes.
- Ensured proper follow-up and trace on pending jobs for execution as per
deadlines.
- Manage calendar schedule of the Senior Executives within the group.
- Executed all work related to the General Manager’s office within working hours, including correspondence to and from BMW ME Office in Dubai, and BMW Offices in Germany.
- Maintained database of (Pakrat) of His Majesty - Palace, His / Her Highnesses, His/Her Excellenceis and BMW customers and correspondences for the special BMW customers.
- Successfully organized the prestigious BMW Fashion Show - Haute Couture’. Organized and participated BMW Sponsored Events like (Tennis Tournament) held in Muscat. Scheduled venues, hired caterers, set menus, arranged for special equipments needs, hotel accommodations and organised promotional material.
-Tactfully managed & monitored daily sales reports for New Cars, Lent cars,
- Edited and prepared a variety of correspondence, memoranda, reports and
other materials; composed routine correspondence and Customer Database
management.
- Liased with the Media and advertising agency and monitored PR and
advertisements of competitor brand through various newspapers, magazines etc.
- Independently prepared brief on GMs instructions and co-ordinated with
Advertising Agency on tactical campaigns & promotional.
Transferred to Dubai Distributors office - AGMC in Oct’04
- Sole Coordination with German manufacturers for the ordering of option cars
- Monthly Assessment of approvals for Government and Ministerial cars
- Speed documentation of Royal cars
- Monitoring of thorough process from ordering to delivery of special cars.
Appointed on the recommendation of previous employer, as Overseas Marketing Supervisor/ Secretary to Vice President Marketing for Tetra Pak India Ltd.
- Provided secretarial, administration and executive support functions related to the Marketing Division to the Vice-President in managing and running of the
office.
- Made extensive travel and hotel arrangements (on short notices at times) and
planned itineraries. Coordinated foreign guest’s visits and other local logistic
arrangements.
- Coordinated Press Conferences and served as focal point for Press Journalists and monitored editorials of various newspapers, magazines and supervised distribution of press clippings etc.
- Spearheaded and successfully established, managed the stand at the Food
Packaging Exhibitions held at various cities in India with all necessary
communication facilities at all the Exhibitions. Assisted in the preparation of writeups for the Seminars.
- Responsible for international sample ordering based on requirements of Sales & Marketing for promotions and negotiations with existing and new clients.
- Instrumental in establishing and organizing a huge company Library to support Sales & Marketing team in terms of survey & research reports, technical, sales & excise information. Maintained and updated corporate information in the form of Brochures, CDs, Videos, OHs, Floppies and importantly world wide samples for all products in the range of TetraPak, Tetra Brick and Prism packaging.
- Involved in market research analysis and reporting.
Joined the Personnel Department of Fujitsu ICIM Ltd in the year 1986 as Secretary to Personnel Manager. Transferred to Quality Assurance Department as Secretary to Senior Manager Quality Assurance in Jul-1989 and elevated to the position of Confidential Secretary to the Vice President & Head of Manufacturing in the year 1991.
- Served as liaison between VP and department heads.
- Managed calendar schedule of the VP. Managed all business correspondence and ensured proper follow-up and compiling of manufacturing reports for management review on weekly as well as on monthly basis.
- Responsible for making travel and hotel arrangements and planning itineraries for the V.P.
- Coordinated with various business Associates, VIP’s, and Department Heads for meetings with the VP including data collection & manufacturing reports.
- Exercised and maintained strict confidentiality of all documents and
communications.
- Maintained comprehensive filing system reliably filed and retrieved confidential records.
- Developed high level of competency in operation analysis including cost
reduction and performance improvements