Executive Assistant
Deutsche Bank AG DIFC Branche
Total des années d'expérience :22 years, 3 Mois
Support for Regional Corporate Coverage and extended team of 10 senior coverage managers (Directors and Vice
Presidents) including managing the daily schedule, internal client meetings, meeting preparation (incl. MIS,
briefing notes, presentations, etc.)
• Assist the Head of Communication & CSR of Middle East and Africa incl. coordinating with the charitable
organizations, doc translation, ordering materials, invoice submission, vendor onboarding, etc.
• Capturing of call reports in internal systems (DB-Scorpio), develop client plans, pipeline reporting, outstanding
transactions and follow up with other departments to ensure accurate and updated information
• Support of KYC function with due diligence searches, document sourcing, obtaining client and industry
information as well as support the onboarding team with the required client periodic reviews
• Manage all travel arrangements and logistics incl. pre-approvals, agenda, visas, transport and accommodation
• Arrange meetings, conference calls and audio/visual links. Updating the internal calendars and systems
• Handle all aspects of Event Management and VIP visits. And organize all client meals / events and obtaining
required compliance pre-approvals as per corporate policy and in the most cost effective manner
• Prepare and process business travel and expense claims in an accurate and timely manner and ensure all pre/post
approvals are obtained as well as manage invoicing requirements in line with the polices.
• Maintain HR files up-to-date, issue letters as requested to various authorities (immigration, labor department, etc.)
• Work on various accounting functions/ systems such as DB Buyer, Concur, DB Car, etc.
• Handle the on and off-boarding procedures for new / departing employees (Incl. their orientation, IT access,
phones, office access and onboarding/off boarding requirements
• Trusted contact point for clients and internal/external stakeholders for all banking and administrative matters.
Ensure implementation of creative promotional activities at Retail, key Accounts and on premise in line with
marketing plan and specific sales cycle objectives in order to strengthen PM brands awareness and enhance
consumer retention.
• Communicate with HQ for new product launches. i.e. Virginia slims, Parliament, ML
• Conduct cycle briefing for promoters including objectives, format and mechanics of planned activities and special
events. As well as provide constant supervision, needed guidance and evaluate their performance and effectiveness
in order to make sure it is in line with set guidelines and PM marketing code.
• Maintain excellent knowledge of the assigned market, and establish excellent business contacts with on premise
management /owners in order to improve the awareness and appeal of PM products to the target audience.
• Negotiate and secure exclusive contracts with key venues.
• Manage & Organize all events and in a timely and cost effective manner.
• Identify, negotiate, contract and implement sponsorship activities and events. Continuously evaluating and further
developing the promotion team ability to reinforce the values of PM brands.
• Conduct regular interaction campaign with consumers to get direct feedback and monitor their buying behaviors
• Interview all the randomly selected winners and choose the best to represent our brand in the winners programs.
• Co-ordinate with the warehouse keeper in monitoring and managing the promotional material stock situation in
order to maximize cost effectiveness and use of materials.
• Establish a superior knowledge of the market and competitive activities on a continuous basis in order to provide
management with information on the business developments including ways to counter competitive activities.
Monitor orders placement and shipments between PMK local distributors and PMI in Switzerland, update and
monitor the stock position & sales input, and provide management with weekly updated reports.
• Effectively and in a timely manner manage ATL and BTL budgets expenditure, check monthly reports, and provide
accurate updated budget status to management on a regular basis.
• Manage & Organize all meetings, trainings, conferences, venues, president visit, Iftar dinners, events and in a
timely and cost effective manner
• Take initiative to identify and deal with problems/issues that arise on behalf of the Management and the department
to facilitate smooth running and continuity of the business.
• Coordinate the administration of managements’ relocations, shipment of goods, visas, residencies, etc.
• Manages facilities staff to deliver expected service levels to the client within the set budget.
• Negotiate agreements with service providers and get the best deals.
• Manage office supply, inventory & Mail management & distribution in the most effective manner
• Monitor & manage the daily operations including procurement, maintenance, cleaning, catering, utilities and
communications; infrastructure; space management and printing.
Manage ATL and BTL budgets expenditure, open commitments in Sun system, and provide management with an
updated status on a regular basis.
• Coordinate with PMI to manage and keep up to date the media plan schedule on regular bases across the year.
• Work with PMI on updating the new procurement system for PMK according to the new polices and guidelines.
• Manage & organize all PMK events, conferences, meetings, trainings, etc. in a cost effective manner.
Classified - Unclassified
• Liaise between PMI and its international and local suppliers for the supply of gift items and point of sale material
within budget and as per PM policy guidelines.
• Manage all the promotional winners’ programs in co-ordination with PM HQ and legal department
• Conduct regular interaction campaign with consumers to get direct feedback and monitor their buying behaviors
• Co-operate with all members of the team and other functions as required to ensure proactive internal
communications and effective teamwork
• Negotiate agreements with service providers and get the best deals.
• Monitor & manage the daily operations including procurement, maintenance, cleaning, catering, utilities and
communications, infrastructure and space management
• Maintain the appropriate facilities and essential services structures to meet business requirements.
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