Liliana Diaconescu

Providing direct administrative support to Managing Leader
Maintaining work schedules and calendars
Reviewing documents, reports, and correspondence prepared for senior leadership team, signatures for format, content, grammar, spelling and making edits as necessary
Preparing draft reports, background documentation, and research, as required
Preparing travel schedules and booking travel arrangements
Reviewing, evaluating, and distributing priority correspondence
Completing expense reports and other related duties
Referring and/or redirect calls, e-mails, or visitors as required
Taking and transcribing dictation and meeting notes
Preparing and reviewing presentations
Presenting a positive and professional image of the office to all visitors, suppliers, inquiries, and other persons
Prepare and distribute office wide communications as needed
Coordinating logistics of programs including meetings, seminars, workshops, special projects, and events
Review projects and coordinate work flow to ensure adequate coverage with project support relative to office and business support needs
Work with Facilities Coordinator and Monitor schedule of events including making and editing reservations, maximizing utilization and resolving scheduling conflicts
Assist with overseeing career development, performance management and scheduling of work for administrative team

Managing the day-to-day operational and administrative activities of the Vice-President by setting and monitoring his schedule, organizing the incoming flow of work, prioritizing requests, maintaining master calendar of activities and events;
Preparing for meetings and arranging teleconferences often over different time zones;
Receiving and prioritizing VP’s correspondence and taking action in drafting correspondence, and forwarding for action and/or distributing for information;
Generate expense reports; assist in reconciling/verifying payments to corporate credit card charges to ensure timely and accurate reimbursement and collect/compile data to provide visibility of status for VP’s signature;
Preparing all aspects of V.P.’s travel arrangements such as booking flights, events, obtaining visas, hotel reservation;
Organizing, preparing documentation, briefing papers, and coordinating administrative and logistical arrangements for meetings;
Assisting the Management Team with overall Branch activities and performing other related duties in accordance with instructions, working cohesively with the Branch’s Directors and their assistants;
Responsible for some Government related activities for Company and subsidiaries such as renewal of resident permits, Company trade licence, employment agreement, issuance of health card etc. Ensure all related documents are renewed and procured in a timely manner;
Overseeing the distribution of company owned assets (mobile phones, SIM Cards, tablets, laptops, car parking spaces etc.), ensure item allocated according to Company policy and records are kept up-to-date;
Record office expenditure and manage the budget;
Acting as main liaison between the facilities management of the office building and the company. Maintaining the condition of the office and arrange necessary repairs.
Working with Human Resources to help coordinate the induction of UAE based new hires including the handover of assets (acting as Liaison with IT), entry passes, insurance cards, policies and agreements etc.
General office administration and support to the team as needed.

Listening to customer requirements and presenting appropriately to make a sale
Negotiating the terms of the sales agreements and closing sales
Challenging any objections with a view to getting the customer to buy
Representing the organization at trade exhibitions
Keeping accurate records of discussions or correspondence with customers
Maintaining client’s data base & personal information with the help of Oracle
Creating weekly track sheet on properties’ consolidation requests
Tracking the progress of each event (complain or enquiry) and ensure it is completed to the customer’s satisfaction

Central diary for the management group
Arranging meetings, external events, travels and accommodation as well as both in-house and external
Attending internal and external meetings to take notes or dictation and provide general assistance during presentations at management level
Filling and controlling invoices
Creating and maintaining filing systems
Petty cash management
Maintaining spreadsheets and databases of customers
Responsible for the management of stationery, computer peripherals, office supplies
Organize and co-ordinate the recruitment and selection of new staff in Administration roles for our International offices across Asia, USA, Europe, Middle East
Keeping in touch with recruitment agencies, local organizations and educational institutions

Conducting exit interviews during employee terminations and resignations
Leading and supervising a team of customer service and administration staff (15 staff)
Creating and maintaining excellent working relationships with all supply partners to ensure quality service is provided and queries are resolved quickly
Manage the timely and accurate inputting and importing of all supplier order status reports and other relevant information into required database
Assisting the team with various administration tasks related to reward/loyalty programs
Involving in staff recruitment and appraisals
Meeting with other managers to discuss possible improvements to customer service
Planning, supervising and coordinating the activities related to employment, labour relations, compensation and employee relations at Customer Service level
Developing customer service procedures, policies and standards for organization
Designing and developing special projects like employee awards, day care, pay equity
Communicating courteously with customers by telephone, email, letters or face to face meetings
Investigating and solving customers’ problems, which may be complex or long-standing problems that have been passed on by customer care agents
Providing help and advice to customers using the organization’s products and services
Keeping accurate records of discussions or correspondence with customers via the