Executive Assistant
IIFL Private Wealth Management ( Dubai ) ltd
Total years of experience :18 years, 1 Months
• Provide daily office administrative support to Senior Executive officer and Vice president of the company.
• Provide Human Resource support and advice to colleagues and line managers, explaining policies and procedures in a timely and effective manner.
• Responsibilities included receiving and distributing messages from telephone/email as appropriate, taking clear messages and passing these promptly to the appropriate member of the team using judgment of urgency
• Responsible for taking complains over the phone or via email and follow up with the same.
• Coordinated the maintenance of the front desk reception equipment, including - furniture and brochures.
• Performed general secretarial duties, including - scheduling meetings, maintaining diary, travel arrangements, arranging presentations, faxing and mailing.
• Provide all recruitment administration support to Human Resource.
• Appointed as Public Relationship Officer (PRO) of the company. Processing request for new visa, transfer visa or cancelation of visa, etc..
• Ensure to update accurate leave records of the employees, vacation plans and absentees.
• Administer the probationary review periods of colleagues.
• Ensure all databases of the colleagues and filing is up to date.
• Co ordinate with the insurance company..
• Ensuring license renewal process on time for DIFC & DFSA.
• Ensuring rent cheques are paid on time.
• Ensuring all reports and documentation are submitted to DIFC and DFSA on timely manner
• Responsible for purchasing groceries for the office.
• Ensuring the voice logger is active.
• Process payrolls on WPS system & maintain payroll information as required.
• Ensure salaries are processed on the time and maintain loan records on monthly basis
• Ensure account statements are updated on monthly basis & make sure it tallies with the bank statement.
• Prepare expense vouchers of colleagues & vendors.
• Prepare cash flow of company and accordingly arrange the funds for the coming months.
• Prepare travel expense advance for the colleagues.
• Maintaining petty cash and adding the expenses in expense voucher once its utilized.
• Issue Annual tickets for the employees and their family.
• Make Hotel booking & issue air tickets for the staff traveling to Dubai from other destination or for new colleagues.
• Preparing final settlement for the colleagues.
• Handle colleagues complaint and help to resolve their issues.
• Marinating all the documents of the company are filed and scanned.
• Tracking the Incoming Funds, Redemption request and Additional subscription request for the client
• Maintain complete account opening documentations.
• Provide after sale services to the client.
• Provide customer service to new and existing clients.
• Verifying the Know Your Clients Documents (KYC) of all the account holders.
• Process the World Check for all the account holders.
• Stays informed of compliance efforts, audit reports and any compliance failures and insure that corrective measures are institute.
• Receive inbound calls from customers and creates incident record and update existing record.
• Retaining the existing customers and upgrading their existing contract to new investment plan.
• Responsible for customer service turnaround within set time frames.
• Achieved high customer satisfaction result by efficient responding to inquiries.
• Achieved monthly company sales targets set by up selling and suggestive selling
• Communicate with the operations staff on client issues, policy changes
• Maintain customer and vendor databases.
• Ensure an efficient communication platform exists internally and externally.
• Receives incoming calls from customers for bank account details.
• Meet customer expectations and offer exceptional customer service.
• Building relationships with guest in particular with repeat customers
• Respond to client inquiries in courteous and professional manner.
• Assisting clients by resolving issues through raising workflow and constant following ups.
• Open new accounts for overdraft protections, certificates of deposits, savings accounts and offer line products
• Maintain customer and vendor databases.
• Organize own time and set up priorities ensuring maximum use of working day.
• Ensure target sales are achieved and exceeded.
