Executive Assistant to the Director
Investment Corporation of Dubai
Total years of experience :13 years, 4 Months
Manage the calendars of the Finance and HR Directors (as necessary).
Monitor passport and residency renewals for Line Managers and their family
members.
Monitor and update expense claims for line managers on ESS .e.g education
claims, health and fitness, etc.
Complete corporate credit card expense claims for line managers
Arrange meetings, liaise for room bookings, and company car arrangements.
Arrange delivery of documents via courier or company driver when required.
Monitor and email all other Executive Assistants for their HoDs leave plans.
Prepare file labels, dividers, stationary, etc. for Line Managers and their direct
reports.
Follow up on documents’ signature from Line Managers and team members
as required by the requesting department.
Provide translation of documents English to Arabic and vice versa when
required.
For HR:
o Performance Management administration for HR Director and direct
reports.
o Provide support to the HR team for events.
For Finance:
o Monitor and follow up on annual leave plans for the department.
o Monitor and maintain up to do date information from team members on
training needs to ensure completion before end of the Fiscal year.
o Digitize and file documents for the Finance Team.
o Archive older files in liaison with line managers.
o Monthly follow-ups with users on the FedEx bills as required by Accounts
receivable.
o Arrange meetings between Finance Teams and portfolio companies when
required.
o Work on updating information on “Grafana” as well as Sharepoint to
monitor submissions by portfolio entities.
o Extend support to Tax and Consolidation teams by performing both
logistical and technical assignments as required e.g. creating a
compliance tracker; carry out Cross-casting and reference checks of
Financial Statements, etc. as required by the teams for added support.
o Participate with other team member on preparing a new joiner’s pack
o Compile and follow up with team on Finance Department KPIs.
Manage the calendars of the Finance and HR Directors (as necessary).
Monitor passport and residency renewals for Line Managers and their family
members.
Monitor and update expense claims for line managers on ESS .e.g education
claims, health and fitness, etc.
Complete corporate credit card expense claims for line managers
Arrange meetings, liaise for room bookings, and company car arrangements.
Arrange delivery of documents via courier or company driver when required.
Monitor and email all other Executive Assistants for their HoDs leave plans.
Prepare file labels, dividers, stationary, etc. for Line Managers and their direct
reports.
Follow up on documents’ signature from Line Managers and team members
as required by the requesting department.
Provide translation of documents English to Arabic and vice versa when
required.
For HR:
o Performance Management administration for HR Director and direct reports.
o Provide support to the HR team for events.
For Finance:
o Monitor and follow up on annual leave plans for the department.
o Monitor and maintain up to do date information from team members on
training needs to ensure completion before end of the Fiscal year.
o Digitize and file documents for the Finance Team.
o Archive older files in liaison with line managers.
o Monthly follow-ups with users on the FedEx bills as required by Accounts
receivable.
o Arrange meetings between Finance Teams and portfolio companies when
required.
o Work on updating information on “Grafana” as well as Sharepoint to
monitor submissions by portfolio entities.
o Extend support to Tax and Consolidation teams by performing both
logistical and technical assignments as required e.g. creating a compliance tracker; carry out Cross-casting and reference checks of Financial Statements, etc. as required by the teams for added support.
o Participate with other team member on preparing a new joiner’s pack
o Compile and follow up with team on Finance Department KPIs.
o Participate with other team members on certain system improvements’
initiatives as and when required
Support and plan KPI departmental action plans, and ensure
fulfilment of campus KPIs on a timely and organized manner.
Support with accreditation and reaccreditation efforts through
collection of data and information.
Keep abreast of institutional accreditation / re-accreditation
timelines and follow-up with internal stakeholders to meet them.
Provide a confidential, executive level support to the Executive
Director for two campuses.
Prepare and issue communication messages on behalf of the
Executive Director to employees and external organizations.
Manage and collate all evidence related to Campus KPIs.
Manage the evidence collection and completion of Internal and
External Audit requirements for the entire campus.
Liaise with external organizations (VIPs and VVIPs) and
departments to carry out/host important events on campus.
Draft and write media material to promote for the Executive
Director in the Social media (twitter, Instagram and facebook).
Prioritize correspondences and requests addressed to the
Executive Director and refer them to relevant stakeholders.
Attending meetings on behalf of the Executive Director.
Keep up to date record of all reports related to complaints,
employee suggestions, and news.
Attending and coordinate meetings for the Academic Divisions to
handle registration, add and drop and advising matters.
• Managing the daily operations and activities of the DBA program in order to ensure optimum efficiency and compliance with program policies and procedures.
• Evaluating the overall operational and administrative effectiveness of the program, identifying potential operational improvements and establishing administrative systems for its smooth running.
• Provide confidential, executive level support including coordinating travel arrangements, and making decisions regarding Director’s schedule.
• Regularly and independently communicate with vendors and make decisions for small purchases in accordance with University purchasing rules.
• Communicating and coordinating activities, programs and other activities of the DBA Office to all concerned units.
• Provide advice to students, faculty, and staff under the general supervision of the DBA Director.
• Design and manage efficient work processes and tracking systems to enhance the effectiveness of the DBA Office by coordinating with other functional areas to ensure effective delivery of services.
• Developing and implementing new operational policies and processes to enable more effective delivery of the program logistically.
• Reviewing applications and other program documentation, either independently, or in conjunction with the DBA Director and/or coordinator, in order to help make decisions on the nomination of individual applicants onto the program.
• Schedule and participate in conducting interviews with applicants, as well as assisting the DBA steering & Admissions committee in determining the suitability of applicants based on the used scoring guidelines.
• Advise and mentor prospective students at every stage of the application process as well as providing guidance and counseling to current students regarding administrative and financial matters; as well as provide academic support when required by the DBA Director.
• Undertaking a variety of marketing and promotional activities to improve the visibility and reputation of the program, by developing a range of communicational and promotional literature for distribution, such as press releases and brochures.
• Maintain and updating the program’s website and publications.
• Overseeing the management of the DBA premises and office facilities including, building services, furniture, equipment, inventory management and IT infrastructure in both Al Ain and Abu Dhabi.
• Handling diary management and correspondence functions on behalf of the Director and the DBA office.
• Maintain documentation and meeting minutes related to the DBA office, and following on action points.
Provide high-level organizational and Administrative support, to the Campus Director, College Deans, and Departments’ managers.
• Provide high level advice and support on University policies and procedures to the faculty.
• Provide liaison with other academic units within the university to achieve academic and service excellence to students and faculty.
• Evaluating transcripts and equating equivalencies for degree and transfer requirements.
• Representing the university at various fairs, conferences, and events and advertising the University’s various programs through company visits and information sessions.
• Determine priorities and handle multiple projects and assignments independently as well as part of a team.
• Train others in policies, processes and procedures with a strong underlying commitment to the principle of continuous improvement.
• Troubleshoot complex issues and work collaboratively with faculty, staff and students in the process.
• Assist faculty with questions regarding the registration process, and other university policies.
• Prepare screened applications with recommendations regarding admissibility of applicants and forward them to the concerned departments
• Forward re-evaluation requests for admission.
• Prepare credit transfer and change major requests and forward to respective college.
• Provide other departments with the appropriate data required to fulfill targets, example (Orientation Day Organizing, Financial Drop, Provide with Brochures and publications, academic advisors students’ admission status etc.)
• Coordinate with Business Support Department to organize occasional events, Open Day, Orientation day, Appreciation Ceremony, etc)
• Oversees the administration of academic and attendance warnings, grade appeals and dismissals
• Assist in managing student information systems.
• A member of the Communication plan committee, handling filtering of Al Ain campus newsletter news, and collection of information.
• Handling preparations for recruitment in Oman (Nizwa, Salalah, Sour, and Muscat).
• Provide information on matters pertaining to entry requirements and procedures, curriculum and general university information.
• Respond proactively to instructors’ and departments’ requests and concerns.
• Arrange campus tours for prospective and newly admitted students.
• Handle faculty evaluations per semester.
• Coordinate with Business Support Department to organize occasionally event, Open Day, Orientation day, Appreciation Ceremony, etc.
• Oversee the administration of academic and attendance warnings, grade appeals and dismissals
• Organizing for information sessions.
• As a member of the enrollment committee, advertising ADU’s Post Graduate programs via Social networks.
• Serve as a first point of contact for prospective and current students.
• Conduct research of universities around the UAE investigating their latest admission requirements and programs, specifically in the college of Business Administration.
• Provide various and extensive information to Post Graduate students (current and prospective).
• Provide support and guidance to all concerned matters pertaining to university entry requirements and programs.
• Participate in student recruitment and admissions events.
• Deal with enquiries through email/phone with community/students regarding admissions and registration issues.
• Prepare statistical reports on student enrollment, registration, retention, and attrition.
• Reporting any complaints received from the students and related to the technical issues.
• Generate student ID and complete data entry in system, and fill in screening form with recommendation about admissions type.
• Update the student information system and maintain administrative records, files, students status tracking, etc
• Explain and clarify ministry requirements, program availability, entry assessment, and placement decisions.
• Respond proactively to instructors’ and departments’ requests and concerns.
• Assist in the implementation of ADU policies and procedures.
• Check and update the database on a regular basis.
• Maintaining manuals and computerized files.
• Design publications, flyers, and nametags for marketing campaigns.
2010 - 2012 United Arab Emirates, Abu Dhabi Abu Dh abi University Master of Business Administration - MBA
2006 - 2010 United Arab Emirates, Abu Dhabi Abu Dhabi University Bachelor of science in Business Administration - BSc BA
2001 - 2004 United Arab Emirates, Al Ain Al - Ain Secondary school Secondary School Certificate - Science