Executive Assistant
Citibank NA
Total years of experience :21 years, 4 Months
To act as the initial point of contact for the Senior Country Operations Officer (SCOO), in his absence, assessing priorities and redirecting calls, enquires and requests as necessary.
Extensive Dairy Management
Organizing and attending meetings and ensuring the Manager is well prepared for meetings
Attend meetings on SCOO’s behalf, reporting back and following up appropriately
Plan, organize and execute effective delivery of reports, programmes as required by the SCOO
Follow up on directives sent through the SCOO Office, monitoring their progress
Prepare weekly highlights, volume tracker for MENAPT Cluster
Prepare internal and external documentation, create and manage highly confidential files and records
Maintain the Regulatory Repository
Coordinate on the Mandatory leave fulfillment for all Operations & Technology Staff.
Follow up with Operations & Technology staff to complete the trainings
Arranging Complex International Travel
Corporate Expense submission for UAE SCOO & MENAPT TTS Client Ops Head
Review all expenses, documents, agreements prior to UAE SCOO & MENAPT TTS Client Ops Head sign off
Coordinate Staff discussions e.g.; UAE SCOO & MENAPT TTS Client Ops Head Open door and Coffee sessions
Visitor Trip Management -Provide assistance with arranging visas, hotel bookings, floor access etc. for various project related visits to Citi UAE.
Coordinate, collate and prepare presentations
Coordinating corporate offsite events
Franchise Audit: Co-ordination of Deliverables, check open items for closure,
Providing administrative and travel support to other members of the Executive team and completing ad hoc projects and research, as required
Ensure departmental deadlines are met for corporate activities
Provide assistance to the Biz. Dev. team in compiling and organizing information relating to industry trends, marketing, business development, and competitor activities.
Maintain updated information on Al Tayer Group Profile, product & service portfolio, latest developments including presentation material for accurate and professional communication to the intended recipients
Provide all necessary coordination and office support to the GGM - Biz. Dev. from handling calls, drafting and processing letters/ emails/ faxes etc., to liaising on Manager’s behalf with principals/ business partners.
Arrange travel itinerary for the Biz. Dev. team members, and/or, business partners, including ticket reservations, hotels bookings, fixing appointments with the overseas clients and managing correspondence.
Liaise with all offices for effective management of appointments and meetings. Ensures administrative responsibilities like signatures, applications and customer issues are expedited effectively.
Maintain necessary documentation system for efficient and orderly storage and retrieval of documents/ information. Maintain and update all necessary records, files and database
General correspondence and memos as and when required including independent correspondence on secretarial discretion.
Provide assistance to CEO in areas of general administration
Manage all meetings and appointments scheduled for CEO
Manage an efficient system of files
Coordinate leave arrangements for staff within the Division to ensure adequate cover is available at all times.
Organize office stationary and other requirements
Ensure arrangements made for CEO are to the required standards of professionalism.
Work closely with departmental secretaries across the Company to improve secretarial standards/skills
Preparing leave plan for the CEO
Travel arrangements
Handling Petty Cash and Expense Accounts related to the CEO
Preparation and review of official correspondence. Screen the correspondence; filter unwanted mails and email accounts, and all other sources of communication.
Attending to all Incoming calls and filtering the calls accordingly for the MD
Maintain calendar; ascertain which events require boss’s presence
Fix commitments to maximize boss’s time efficiency; Allow decision/desk time
Update and chase delegated tasks to ensure progress to deadlines.
Process replies on own initiative or from M.D.s’ dictation or notes
When MD chairs meetings: prepare agenda in advance, arrange meeting facilities act as recording secretary, prepare action minutes, confidentiality, and assure discreet handling of all business.
Prepare itinerary, trip file and supplies
Making PowerPoint presentations on special fares/packages/offers/promoting new airlines etc.
Daily office administration and providing liaison between clients and the Managing Director
Maintaining and filing confidential correspondence and keeping track of all Correspondence
Coordinating with the Holiday’s department, handling enquires etc
Arranging desert safaris & making hotel bookings / conference bookings for clients
Handling visa requirements for processing
Managing and updating the client database, files and record updates
In-charge of all the courier requirements of the company, including mail dispatches, and the allocation & monitoring of messenger jobs.
Attending to all incoming calls and visitors, screening them in the absence and presence of The Chief Operating Officer. Compose correspondence/reports the COO Arrange essential mail in priority action order for the COO Fixing appointments & arranging air bookings and preparing itinerary Ensuring the prompt reporting of branches for daily/weekly /monthly reporting Maintaining and filing confidential correspondence and keeping track of all Correspondence Liaison with head office and branch office for operational affairs Co-ordination with the regional offices / Internal department / distributors and dealers