Senior Executive Assistant
Aldar international for governance consultancy
Total years of experience :19 years, 3 Months
Coordinate and manage the partner's schedule, including meetings, appointments, and travel arrangements. Ensure that the partner is well-prepared for each engagement.
Prepare agendas, materials, and logistics for meetings. Attend and take minutes during meetings as necessary. Follow up on action items and ensure timely completion.
Assist with special projects, research, and presentations. Gather data, conduct research, and compile reports as needed.
Serve as Office Manager, write and edit business correspondence, create and organize confidential files, coordinate the activities of the office.
Track and reconcile office & personal expenses, including credit card statements, receipts, and invoices. Prepare expense reports and submit them for approval.
Provide a bridge for smooth communication between Partner office and internal parties.
Anticipate potential issues and proactively address them. Handle unexpected situations with composure and discretion.
Handle sensitive information with the utmost discretion and maintain strict confidentiality.
Build and maintain positive relationships with key stakeholders, both internally and externally, to facilitate effective communication and collaboration.
Organize and maintain confidential documents, files, and records. Manage document version control and ensure that important information is easily accessible.
Talent Acquisition: Conducting phone screenings for junior level candidates - Scheduling interviews - Participating in initial interviews - Hiring process - sending rejection letters if necessary
Manage CEO Calendar, Email, Travels, correspondence
Serve as Office Manager, order and maintain office supplies and inventory, write and edit business correspondence, and create and organize confidential files, coordinate the activities of the CEOs office
Provide a bridge for smooth communication between CEO office and internal/external parties
Assisting Management team with company projects
Work closely with the marketing & PR team to ensure professional image of the CEO on social media
Work closely with investor relations for smooth external communications/meetings/logistics
Collaborate closely with the office of The Chairman of the Board on CEO-directed projects
Participate in organizing company events
-Manage Co-Founders Calendar, Email, Travels
-Manage meetings with respective time zones
-Create & establish Protocols & Structure for the Executive Assistant department
-Organize Company events, Leadership Meetings, Investors Meetings, Workshops
• Manage the CEO’s calendar and schedule effectively, all travel arrangements as required.
• Filtering incoming emails and personal enquiries to the CEO by providing general information and referring enquiries to appropriate
sources based on priorities, procedures, protocols and personnel.
• Plan, organize and coordinate the administrative aspects of the CEO's office functions which include invitations, facilities, catering
arrangements, and verifying facility contracts.
• Prepare management meetings. Recording action items including follow-up implementation of actions required and agreed.
• Manage correspondence with internal departments, clients and others on behalf or as assigned by the CEO.
• Update and chase delegated tasks to ensure progress to deadlines.
• Proactively create and maintain effective workflow and communications to accomplish the work of the CEO which includes handling of
a variety of projects and tasks simultaneously.
• Promote company’s brand as an appointed Brand Ambassador.
• Work closely with the Compliance team, assist in maintaining database for Central Bank Notices, annual screening of FPEP (Foreign
Politically Exposed Persons) for Credit Cards Portfolio
• Assist in Marketing and Prepaid campaigns.
• Plan company Town Hall, Off-Site Management meetings, skip level meetings and organizing OHI events liaising with the HC team.
• Other related tasks as reasonably required.
•Responsible for ensuring smooth operation as well as managing the day-to-day operations of the office.
• Manage and organize internal and external meetings; communicate and confirm attendees, confirm agenda, ensure meeting
resources are prepared.
• Deputizing for the manager, making decisions in the manager's absence.
• Handling the marketing and social media platforms.
• Prepare and maintain supplier database, quotation and business proposals.
• Meeting with clients and potential clients. Discussing their needs and target in terms of corporate videos.
• Participation in post-production and production process. Ensure all process is going according to the production Schedule.
• Liaising with Twofour54 client relations team for government relations.
• Translation of scripts from Arabic to English and vice versa.
•Manage the General Managers diary and ensure viewing access in order to respond to queries pertaining to managers’
availabilities. Arrange and coordinate appointments and travel arrangements in UAE and other GCC countries, abroad conferences
and seminars.
• Taking dictation; carrying out background research and presenting findings; producing documents, briefing papers, research and
reports.
• Efficiently process and manage all inbound and outbound data and information as directed by the General Manager, both confidential and routine; screen and sort mails, e-mails and other documents and ensure acknowledgments and responses are
provided; review documents and if necessary ask for supporting data before forwarding for approval and signature.
• Reviews outgoing materials and correspondence for internal consistency and conformance with manager’s procedures; assures
that proper clearances have been obtained, when needed.
• Handle all confidential matters and insure confidentiality.
• Deputizing for the manager, making decisions in the manager's absence.
• Responsible for ensuring smooth operation as well as managing the day-to-day operations of the office.
• Independently respond to letters and general correspondence of a routine nature.
• Translation of Arabic articles related to company’s nature of business to English on weekly basis.
• Prepare meeting notes after business trips and assist in recording them in CRM Software.
• Liaising with MD and CEO’s assistants in our London office.
• Participate in company event planning.
Manage the General Managers diary and ensure viewing access in order to respond to queries pertaining to managers’
availabilities.
• Filter and steer contacts and activities based on levels of priorities and urgencies as required.
• Manage and organize internal and external meetings; communicate and confirm attendees, confirm agenda, ensure meeting
resources are prepared, arranging travel arrangements.
• Efficiently process and manage all inbound and outbound data and information as directed by department senior management,
both confidential and routine; screen and sort mails, e-mails and other documents and ensure acknowledgments and responses are
provided; review documents and if necessary ask for supporting data before forwarding for approval and signature.
• Handle all confidential matters related to work and insure confidentiality.
• Insure the highest level of Customer satisfaction in all customers’ dealings on both internal and external basis.
• Participate in company event planning.
• Liaising with HR/PR Dept. as the HR Coordinator all related documents for new recruits. (I.e. employment visa).
• Based on knowledge of the manager’s views, composes correspondence on own initiative about administrative matters and
general office policies for manager’s approval.
• Deputizing for the manager, making decisions and delegating work to others in the manager's absence.
• Handling the Quality Management System (ISO) as the Management Representative of the company and an approved IRCA Internal
QMS Auditor. Updating and amending company procedures as per scope of work.
• Supervision of team
• Responsible for ensuring smooth administrative flow of department activities.
• Provide follow up to assignments given to management staff by the Admin. Manager.
• Independently respond to letters and general correspondence of a routine nature.
• Following up department’s matters (i.e. internal and external issues).
• Arrange Hotel Bookings for guests and staff attending trainings or seminars for all sister companies.
• Arrange for Security Passes applications and renewals concerning Oilfield Security Dept.
• Arrange all Traffic Dept. documents (i.e registrations, cancellations, renewals etc.…)
• Arrange for obtaining visas for business purpose for our entire sister companies’ staff who are attending trainings and seminars overseas. Personal visas for our board of directors and their family members.
• Participate in company event planning.
• Follow up with Admin. Manager’s daily agenda.
• Handling all Admin. Manager’s telephone calls, messages, and appointments.
• Typing and filing all Departments correspondence and memorandums.
• Translation of Arabic documents to English and from English to Arabic.
• Handling all departments Confidential Data to File.
Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Arrange meetings, and travel reservations for office personnel.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Maintain scheduling and event calendars.
• Distribute incoming mail and other material, and prepare answers to routine letters.
• Schedule and confirm appointments for clients, customers, or supervisors.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Learn to operate new office technologies as they are developed and implemented.
• Operate electronic mail systems and coordinate the flow of information.
• Order and dispense supplies.
Maintain the general filing system and file all correspondence.
• Assist in the planning and preparation of meetings and conference calls.
• Make preparations for committee meetings.
• Maintain an adequate inventory of office supplies.
• Respond to public inquiries.
• Provide word-processing and secretarial support.
• Assist
Handling all Managers correspondence and appointments.
• Typing, filing and general self-correspondence.
• Maintain an adequate inventory of office supplies.
• Assist in the planning and preparation of meetings, conferences and conference telephone calls