Executive Personal Assistant to Group CEO
Al Jaber Group
Total des années d'expérience :17 years, 8 Mois
Responsibilities:
Screening the CEO's e-mails, enquiries and requests & initiating appropriate action
Handling all Travel arrangement, Hotel booking, Visas and driver.
Carrying out translation of English, Arabic for the GCEO and the Chairman office
Preparation for outgoing and incoming documents & Communication
Responsible for all external meetings arrangement with Banks, Lawyer, Partners
Attending meetings for company requirement and preparation of MOM, Agenda
Coordinating with all group department and hospitality team (Shangri-La & Traders hotel)
Accomplishments:
Commended by the GCEO to managing the administration work for the group, the subsidiaries &the partners of the company.
Managing all the work for PA`s of the group including the reception, operator document controller, drivers, maintenance team and office boys staff.
Responsibilities:
• Managing the calendar of the CAO, emails, invites.
• Doing the translation especially in Arabic for all government correspondences received to the CAO
• Focal points between CAO office and government entities (FAHR, MOHR)
• Improve time management and prioritization of tasks.
• Supporting the CAO with all personal requests
• Handling CAO travel arrangements, business strip, peridium, hotel, transportation, driver
• Handling the students complains and delegated to the concern departments.
• Organizing the retreat program for the executive campus directors and the executive deans
• Organizing the town hall meetings for the CAO
• Attending all the meetings with the CAO and taking the MOM
Taking the minutes of meetings at the academic council meeting and following up the action points with the concerned team
• Working closely with the president office for all inquiries of central service office
• Coordinating with chancellor office and the advisor for the Board meeting preparations
• Coordinating with the support service departments for all requests related to new joiners (professors, deans, associate deans, faculties members)
• Managing the reports such us over time, system course leaders, academic programs, assignments, investments plan, framework and sharing with the PCEO for approval
• Managing the policies and the directives to be published in the portal.
• Managing the calendar, emails, meeting invite
• Improve time management and prioritization of tasks
• Coordinating with the stakeholder, partner for the upcoming events
• Coordinate with the team to answer all the requests coming from executive office
• Oversee and manage all department payments and managing the relation with finance team ensuring payments are completed within the timeframe agreed within the contracts (Financial)
• Working on oracle system to submit all PRs
• Coordinate with the supplier and preparing the certificate of completion to complete the payments
• Using Mersal system for any internal and external communication or MOM
• Drafting and finalizing Minutes of Meeting
• Ensuring all Travel arrangements are arranged and managing travel requests in a timely manner
• Supporting in admin related request specifically for Project Phoenix with managing document control, workshops setup and external comms with key stakeholders
• Ensuring all office management related tasks are managed in an efficient and effect manner working with Facilities team
• Managing Monthly Marketing Report for Chairman Meeting
• Managing Quarterly Event Calendar for Executive reporting
• Attending all necessary workshop for the projects and training
Managing all administration work of the company.
Assisting the CEO with his needs.
Managing the travel arrangement with booking tickets, hotel, driver, boarding pass.
Translation, Letters, Transmittals, Outgoings & Incomings Documents.
Supporting the senior management with general administration, drafting confidential business correspondence and preparing periodical reports/presentations.
• Adhering to the CEO Agenda and Calendar
• Responsible for organizing and maintaining the CEO's diary and contacts
• Coordinating in project-based work
• Supervising and training lower level staff
• Accountable for screening the CEO's e-mails, enquiries and requests& handling the same
• Taking active part in:
o Board meeting preparation including catering, marketing, decoration, etc.
o Organization of Event (Formula 1) and Conference
• Liaising with:
o Directors / Head of Departments / Personal assistants within ADMM
o Executives of Partners and Sponsors and respective Personal Assistants
o Personal Assistants to the Board of Directors and the Chairman.
• Overseeing events accreditation for the CEO Office and for the Board of Directors and the Chairman; major events of YMC and providing executive support during the events
• Preparing VIP invitations for all major events of YMC such as Formula 1 Grand Prix, Australian V8, Asian GP2, Formula Drift, Porsche GT, etc.
• Carrying out translation of English, Arabic & French document
• Delivering support to the Executive Director of Government Affairs & Executive Affairs Authority
• Working knowledge of Oracle System
• Handling event arrangements for the CEO office including staff catering, office requirements, decoration, etc.
• Interacting with clients & suppliers on specific requirements / details of the event being organized to ensure that the program/event meets the needs & specifications of the client and within budget
Accomplishments:
• Played a key role in Formula one preparation and documentation; distributed F1 ticket to the company guest and coordinated with CEO directly, Chairman and Board member.
• Shouldered responsibility of handling travel arrangement from the ticket booking
• Created own connection with the hotels, travel agency(within UAE & Outside of country ), other companies who’s handles F1; ability to speak languages such as Arabic, English, French & Italian
• Responsible for handling classification and registration of documents (incoming &outgoing)
• Organized and scheduled external and internal meetings
• Prepared Minutes of Meeting (MOM) & Staff Meeting as well as documents for the executive meetings
• Accountable for writing letters in Arabic and English
• Handled transmittal`s preparation for outgoing document
• Carried out translation from English to Arabic and/ or Arabic to English
• Worked on IMPACT System (project management web based system- download; create, registration for all projects documents documentation)
• Shouldered responsibility of typing confidential engineering documents on a word processing system
• Delivered administrative services to Projects Director & Department Heads
• Prepared the agenda on the daily basis and files aimed for business
• Ensured follow-up the urgent cases
• Coordinated & organised meetings, planning, classification and activation process
• Handled travel arrangement activity encompassing booking ticket, hotel, driver, reaming of phone & documents needs)
• Responsible for handling reception & manifestation arrangement
• Delivered assistance to:
o VIP visitors to Mubadala HQ
o Mubadala permanent staff’s request as salary certificate, leave request, work company letter, short leave, vacation, advance, promotion, complaints, warning letter and termination letter
• Provided administrative services for the Director and other Department Heads
• Receive the patients on shift basis;
• Take the appointments for the Clinic practitioners based on schedule and availability;
• Ensure that all the enrollee patients have valid clean and clear insurance policies;
• Answering phone queries;
• Issue the invoice and align the closing of the shift financially with the accounts payable;
• Coordination between patient and doctor;
• Assistant the practitioners in the writing of the medical reports;
• Assistance in manifestation outside of Al Noor hospital;
• Typing the medical report;
• Arrange the calendar of the doctor and time sheet;
• Organize the schedule of the receptionists.
.
Search on Internet to update management reports Prepare meeting Schedule, set up meetings and follow up on allocated tasks Execute Management directions of new plans Assistance in seminaries and assist in the reception of job seekers Follow-up the personnel files Coordination and arrangement of meetings Organize travel, visa, hotel arrangements Preparation of files aimed for business and executives monthly meetings Follow-up and monitor the case for management (red flag reports). Reception and sends E-mail for the direct manger based on priorities and urgency of the correspondences. Manage, organize, plan, classify and activate of the documentary system Payment of wages on the current bank accounts of the permanent staff Follow-up the files of the direct manger Follow-up claims and customers (order form, quote and credit payment) Fluent in writings of professional letters.
Follow-up the files importation; Follow-up the urgent cases; Coordination and arrangement of meetings Planning, classification and activation process; Follow-up by the personnel (orders of mission, approval of exit, request of leave); Follow-up the claims on frequent basis Preparation of the agenda of the direct manager Follow-up open bills; Receive escalated calls; Control of the regular payment (shipment and payment checking); Preparation of files aimed for business; Preparation of files for the executive meetings; Prepare when needed outside services (Tunisian service) Data entry for valid recording after the verification of the customer accounts. Pro-active approach in non active accounts to stimulate more revenue for non-active customer base. Assign the reasonability of creating the monthly ledger (P&L) for the organization to ensure revenue generation.
Bachelor Degree in Business Administration
