Temporary Executive Assistant to the Group Treasurer and Tax Director
Al Futtaim Group
Total years of experience :14 years, 9 Months
• Check e-mails internal and external
• Manage and organize superior’s calendar, meeting and updating contact lists
• Coordinate with subordinates accordingly
• Coordinate with the banks and sending invites if necessary
• Sending meeting invites internal and external
• Providing secretarial support to the Group Treasure and Tax Director by encoding correspondences, reports & documents, handling or screening of incoming calls and visitors, setting meetings with various departments and clients
• Make Catalogue and service request
• Updating bank database by entering latest trading license, passport and visa
• Monitoring and keeping record of letter request approved by Group Treasurer, Group Director and Vice Chairman
• Handling Petty Cash
• Managing inventory of office supplies - business cards, envelopes, letterheads and stationery. Ensure supplies are reviewed regularly and adequately stocked in the store to meet the requirements. Supporting and coordinating treasury and group tax team for their needs
• Managing entire filing system and ensuring all files are labeled and documents are filed
• Follow-ups with different departments, companies, persons on any pending documents
• Follow superiors instruction
• Answer the telephone appropriately, use dial in, call conference if needed
• Can operate polycom, printer, photocopy, scanner and binding machine.
• Enhances executive's effectiveness by providing information management support; representing the executive to others
• Maintains executive's calendar and appointment schedule (using Microsoft Outlook) by planning and scheduling meetings, conferences, teleconferences, and travel.
• Receiving important / necessary documents from Auto, Retail and AFGRE divisions to represent to Finance Group Controller, Group Director and Vice Chairman for overview and obtaining signature as well.
• Handling internal and external emails.
• Preparing all required documents in Quarter 1 Overview meeting for Auto, Retail and AFGRE.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Maintains confidence and protects operations by keeping information confidential.
• Completes projects by assigning work to clerical staff; following up on results.
• Prepares reports by collecting and analyzing information.
• Secures information by completing data base backups.
• Provides historical reference by developing and utilizing filing and retrieval systems.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintains professional and technical knowledge towards superior and co-employees by providing and supporting them on their needs.
• Contributes to team effort by accomplishing related results as needed.
1) Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
2) Open, sort, and distribute incoming correspondence, including faxes and email.
3) File and retrieve corporate documents, records, and reports.
4) Greet visitors and determine whether they should be given access to specific individuals.
5) Prepare responses to correspondence containing routine inquiries.
6) Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
7) Prepare agendas and make arrangements for office management and other meetings.
8) Make travel arrangements for executives.
9) Conduct research, compile data, and prepare papers for consideration and presentation.
10) Compile, transcribe, and distribute minutes of meetings.
11) Attend meetings in order to record minutes.
12) Coordinate and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives.
13) Meet with individuals, special interest groups and others on behalf of directors.
14) Manage and maintain executives' schedules.
15) Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
16) Set up and oversee administrative policies and procedures for offices and/or organizations.
17) Supervise and train other clerical staff.
18) Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
19) Interpret administrative and operating policies and procedures for employees.
1. Ensure competent quality execution of all regular purchasing duties and administrative works.
2. Maintain complete updated purchasing records/data and pricing in the system.
3. Prepare reports and summarize data including sales report and book value.
4. Schedule store visits and conduct competitor survey.
5. Execution and monitoring of all regular purchasing duties.
6. Coordinate with user departments and suppliers in the purchasing scope of work for projects assigned.
7. Assist in managing and following up overseas orders.
8. Handling and monitoring of claims to factories and vendors for defectives, shortage, missing parts.
9. Support relevant departments with quotations for the purpose of tenders.
10. Coordinate with suppliers to ensure on-time delivery.
11. Responsible for the preparation and process purchase orders and documents in accordance with company policies and procedures.
12. Monitor and co-ordinate deliveries of items between suppliers to ensure that all items are delivered to site/store on time.
13. Source, select and negotiate for the best purchase package in terms of quality, price, terms, deliveries and services with suppliers.
14. Negotiate for best purchasing package (in terms of quality, price, term, delivery and service) with suppliers and sub-contractors assigned.
15. Purchase and issue order in accordance to specification.
16. Plan and manage inventory levels of materials or products.
17. Source for new parts, suppliers or sub-contractors when the need arises.
18. Monitor and co-ordinate deliveries of items between suppliers (local and overseas).
