Senior Executive Assistant cum Legal Assistant
Depa Group
Total des années d'expérience :10 years, 0 Mois
In this dynamic role, I play a pivotal role in ensuring seamless operations at the intersection of executive management and legal affairs. With a keen eye for detail, I provide vital support to the Group Chief Legal Officer & Company Secretary of a Nasdaq-listed company while assisting our legal team in various aspects of corporate law and compliance.
EXECUTIVE ASSISTANT
• Spearheading external executive communication with senior executives, board and committee members, government representatives, and partners to foster strong relationships and facilitate collaboration.
• Diligently reviewing, responding to, and composing routine correspondence to uphold professionalism and consistency in communication.
• Demonstrating adept calendar management skills, including the intricate planning and organization of meetings, complex business trips, and events spanning multiple time zones and locations.
• Coordinating and meticulously preparing interviews and speaking engagements for conferences and events, ensuring a seamless and impactful presence.
• Proficiently handling time-sensitive and crucial ad hoc assignments, guaranteeing on-time delivery and successful completion of tasks as per the
executive’s and executive offices' requests, including those of the Chairman and Board members.
• Proactively managing emails and confidential correspondence to streamline communication and optimize business processes, all while maintaining
an up-to-date database of contacts and ensuring timely periodic communication.
EXECUTIVE LEGAL ASSISTANT
• Conducts extensive legal research & provides legal support to the C-Suite executives, Group Legal, Group Finance, Contracts & Commercial Management & Business Development Team.
• Review and proofread documents including contracts, agreements, resolutions and power of attorneys.
• Act as a liaison with local & international subsidiaries and external law firms.
• Organize, safe keep, maintain and update the Group’s constitutive documents.
• Manage invoice process payments ensuring payment are within the contract’s payment terms.
• Manage board processes - board & committee papers, circulation of agendas, minutes, discussion papers, resolutions for the board and its committees.
• Assist Group Dispute Director on proofreading, coordination and finalizing agreements.
• Collect and prepare data for use in discussions with the team and external meetings. This includes creating presentations and management reports.
• Organization and preparation of internal and external events.
• Ensure compliance with terms of specifications for renovation, office insurance requirements, and other tenancy matters.
• Ensure the best vendor contracts and terms are negotiated with vendors, suppliers, and travel agents.
I provide in-depth support to the Owner/President of IROH Business Advisory Group LLC, a company that specializes in advanced strategy and operations around tax planning and preparation, accounting, human resources, technology, and other areas key to business success.
• Proofreads, answers, and composes routine correspondence. I reach out and respond to clients and partners on a daily basis.
• Extensive calendar management i.e., planning and organizing meetings, complex business trips, and events across multiple time zones and locations.
• Act as a point of contact among executives, employees, clients, and other external partners.
• I ensure the President has requisite materials for meetings and is attending meetings on time.
• Coordinate all technology parameters for MS Teams, WebEx, and Zoom.
• Handle personal expenses. Responsible for scheduling payments to personal bills and making sure that all bills are paid on time.
• Follows up on items that require immediate attention and sees through to completion. I provide continuous support in tandem with the President's daily schedule and obligations.
• Works with business leaders, client managers, and owners to resolve urgent issues directed to the President's office.
• Applies substantial knowledge in the coordination of sensitive reports and analyses (e.g., clients' budgets, payroll reports, and highly confidential correspondence).
Appointed as the Executive Assistant to support the President and CEO of Middle East Retail Group, one of the largest retail group in the Middle East. I performed a pivotal role in managing the CEO’s daily business and personal affairs and operating the administrative aspect of the President's office.
By managing and coordinating administration activities and office procedures, I establish and maintain a pleasant work atmosphere while guaranteeing high levels of organizational performance, communication, and safety.
BUSINESS OFFICE MANAGER
• Identified opportunities for process and office management improvements; Designed and implemented new systems for ease of workflow.
• Developed office policies and procedures, ensuring they are implemented appropriately.
• Organization and preparation of internal and external events; Coordinate meetings, programs, or events by securing location and making other
appropriate arrangements, preparing and issuing information and agendas, and processing minutes or other necessary follow through information.
• Act as a point of contact among executives, employees, clients, and other external partners.
• Maintain office supplies inventory by checking stock to determine inventory level whilst anticipating needed supplies, placing and expediting
orders for the supplies.
• Ensure the best vendor contracts and terms are negotiated with vendors, suppliers, and travel agents.
• Organize and arranged board & committee meetings and annual general meetings.
• Support in coordinating the C-Suite Executives’ complex calendars with other Executive Assistants using judgement to prioritize meetings and committing their time based on an in-depth understanding of their priorities and needs.
• Collect and prepare data for use in discussions with the team and external meetings. This includes creating presentations and management report packs.
• Ensure compliance with terms of specifications for renovation, office insurance requirements, and other tenancy matters.
EXECUTIVE ASSISTANT
• Managing external executive communication with senior executives, stakeholders, government representatives, senior customers, and partners.
• Managing the President's/CEO's internal affairs and communications with C-Level, senior management, and staff by preparing internal and
external documents while establishing and maintaining a positive public image.
• Proofreads, answers, and composes routine correspondence.
• Extensive calendar management i.e., planning and organizing meetings, complex business trips, and events across multiple time zones and locations.
• Coordinating and preparing interviews and speaking arrangements for conferences and events.
• Leading and overseeing admin staff (Office Manager, Driver, Receptionist), coordinating their schedules and tasks daily.
• Managing time-sensitive and important ad hoc assignments, ensuring on-time delivery and successful completion as requested by CEO and
executive offices of the Chairman and Board members.
• Proactively handling emails and confidential correspondence to facilitate communication and enhance business processes as well as maintaining
a database of contacts and ensuring needed periodic communication.
My role within this Company is to support the Chief Financial Officer as well Board Members and the regional team across the Middle East.
• Provide administrative and business support to the CFO of the Middle East’s leading global interior solutions group, and support to members of the finance management team.
• Responsible for scheduling and managing the CFO’s calendar including prioritizing and resolving related conflicts and proactively scheduling
important meetings with internal and external individuals.
• Proofreads, answers, and composes routine correspondence.
• Completes research projects as required; analyzes and assembles data for report preparation. Organizes and coordinates international/domestic travel and related requirements which include travel authorizations, flight tickets, hotel bookings, visas, airport transfers, and travel expense reports.
• Provides support in arranging Finance department meetings including collation of action items for the Finance management team members.
• Undertakes special assignments/tasks on a wide variety of subjects as and when requested by the CFO.
• Contributes to the excellent reputation of the CFO’s office through professional, friendly, and respectful interactions internally and externally.
I have provided in-depth support to the President/Chief Executive with office management, business support and facilities, HR assistance, and
maintaining a good knowledge and relationship with agents and clients.
• Assists the President/CEO with daily administrative duties that includes managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries, and agendas; compiling documents for meetings.
• Attending critical meetings with the CEO, taking notes and assigning owners to action items while ensuring the executive is prepared for all
meetings and events.
• Carries out background research for prospective deals and clients for the Company’s real estate sector.
• Closed deals for Labor Camp plots. Devised and maintains office systems, including data management and filing.
• Communicates directly and on behalf of the CEO with executive members, staff, and others on matters related to mannerly initiatives as directed.
• Communicate with the general staff on the CEO’s behalf and coordinate logistics with high-level meetings both internally and externally.
• Analyze the marketing strategies alongside other company executives.
• Creation and publication of marketing materials in line with the Company’s marketing plans.
• Works closely with design and print agencies for on-hand support with the Company’s product launch.
• First-hand communication with clients for any inquiries regarding the Company’s products and services.
• Handles certification requirements and oversees any required procedures (ISO Certification).
• Programmed CRM software for real estate management.
• Discuss project output expectations to new clients and oversee the development. First contact of existing clients for any inquiries and changes to the project.
• Constructed layout for the CRM, ERP, and mobile software. Tested and debugged existing codes for existing programs.
• Responsible for the daily IT report management forwarding to the CEO.