Executive Assistant to Chairperson & Board of Directors
Jumbo Electronics Company Limited (LLC)
Total years of experience :18 years, 11 Months
Streamline the Chairperson and Board of Directors' schedules by efficiently managing their calendars, resulting in a 20% increase in meeting punctuality and overall productivity. Elevate the travel coordination process for the Chairperson and Board members, ensuring all arrangements ran seamlessly, resulting in a 15% reduction in travel-related disruptions. managed contracts with maintenance and service providers, leading to a 10% decrease in operational costs. Maintain a meticulous approach to household financial matters, guaranteeing that bills, including utilities, property taxes, and insurance, were paid on time, thus avoiding late fees and potential disruptions.
• Implemented a robust document management system, guaranteeing quick access to crucial information and a 30% reduction in time spent searching for important records.
• Fostered enhanced communication by acting as a liaison between the Chairperson, Board members, and various stakeholders, resulting in a 25% improvement in information flow and stakeholder satisfaction.
• Upheld airtight confidentiality and discretion standards, ensuring the protection of sensitive information and maintaining the highest level of trust within the organization.
• Thrived in a fast-paced environment, adapting to dynamic priorities with ease, and providing invaluable support to the Chairperson and Board members.
• Orchestrated successful events at the residence, including parties, dinners, and gatherings, with a strong focus on coordination and catering, resulting in memorable, well-executed occasions.
• Facilitated a seamless line of communication between the family and household staff, ensuring instructions were relayed effectively and any concerns or issues were swiftly addressed.
Spearheaded the efficient management of complex dairy operations, resulting in streamlined processes, increased productivity, and cost savings. Successfully managed extensive business and personal travel, ensuring seamless itineraries, cost-effective solutions, and a focus on safety and convenience.
• Established and maintained direct communication channels with renowned brands, strengthening partnerships and fostering brand growth.
• Acted as the pivotal point of contact between the CEO, company staff, and group company staff, facilitating clear and effective communication, enhancing collaboration, and supporting organizational cohesion.
Facilitated seamless communication and coordination between the CEO, company staff, chairperson, board, and advisory board members. Managed the CEO's complex calendar and executed intricate business and personal travel arrangements, including visa processing, ticketing, and hotel reservations. Achieved a smooth and hassle-free travel experience for the CEO, ensuring optimal time management. Orchestrated high-level meetings, both internally and externally, ensuring logistical precision. Interacted directly with senior executives, chairperson, board members, and advisory board, contributing to the successful execution of business-related matters.
• Delivered impeccable reception services by screening incoming telephone calls and messages, presenting a professional image, and maintaining high standards of communication.
• Administered financial and accounting matters for the CEO, adhering to strict confidentiality standards and ensuring the CEO's financial directives were executed accurately.
• Distributed CEO's messages and directives to the relevant personnel, contributing to a harmonious workflow.
• Acted as the primary point of contact between stakeholders and company staff, handling office and personal correspondence, and providing banking services for stakeholders.
Spearheaded administrative support for efficient audit processes, collaborating closely with departmental VPs to guarantee the successful completion of audit procedures.
• Compiled reports and dashboards tailored for senior management, offering insights for informed decision-making.
• Played a pivotal role in enforcing strict adherence to Standard Operating Procedures (SOPs), ensuring operational excellence and compliance throughout the organization.
Analysed and coordinated daily department activities with focus on increasing productivity. Managed and tracked events and meetings, resulting in streamlined workflows and optimal time management. Proficiently prepared and circulated meeting minutes, ensuring timely follow-up on action points. Produced and compiled reports and created dynamic dashboards for senior management, enhancing decision-making and communication processes. Handled incoming and outgoing mail, ensuring prompt distribution and timely delivery. Developed, established, and maintained an efficient information tracking system, encompassing manual and electronic filing systems for governance, publications, and memos.
• Ensured the proper maintenance of office filing systems and records, strictly adhering to standard operating procedures (SOPs), resulting in a well-organised and compliant workspace.
• Delivered essential administrative support for audits, contributing to the completion of audit procedures.
• Administered various personal tasks for the financial consultant, including ticket booking, visa arrangements, travel schedules, and handling bank-related documents.
Streamlined internal communications and optimised general office maintenance, resulting in reduced costs and improved overall effectiveness. Served as the point of contact for the chairman's personal properties, ensuring seamless operations. Bridged communication between the chairman and company staff. Oversaw multiple projects across diverse lines of business, community, and personal interests, fostering interrelated activities and relationships.
• Managed a wide range of administrative and functional tasks, including taking phone calls, maintaining files, corporate record-keeping, note-taking, and documentation creation.
• Implemented effective filing, storage, and retrieval systems for both business and personal activities.
• Contributed to the financial and accounting matters for the Chairman with the utmost confidentiality.
• Facilitated a seamless line of communication between the family and household staff, ensuring instructions were relayed effectively and any concerns or issues were swiftly addressed.
Played an integral role in supporting the EVP by efficiently managing day-to-day operations, resulting in improved overall productivity and seamless workflow. Served as the primary point of contact for both external and internal stakeholders, maintaining a strong and professional relationship with the CEO's office. Answered call and email correspondence, exhibiting exceptional independence and responsiveness. Coordinated seamlessly with various departments within the organisation, enhancing cross-functional collaboration and efficiency.
• Managed the EVP's diary effectively, compiled critical management information system (MIS) reports.
• Facilitated efficient communication by taking dictation, arranging meetings, and circulating meeting minutes, ensuring clarity and alignment within the department.
• Streamlined the process of travel and hotel bookings, making travel arrangements a hassle-free experience for EVP.
• Successfully organised departmental parties to boost team morale and foster a positive work environment.
Assisted the Construction Director in all day to day activities.
Central point of contact between 5 sites and the head office on day to day activities.
Preparation & compilation of reports (Progress Reports, Monthly Reports).
Audio dictations
Preparing presentations for Clients and internally.
Diary management, screening, replying to calls & emails
Central point of contact for Tenders (arranging for the collection of Tender documents, circulating the relevant information to the concerned persons, coordinating with the various departments for the submission of documents, etc.).
Liaising with the Client, Consultant on behalf of my boss.
Worked in close coordination with the Managers of the company, QS team, Marketing team & site staff
Assisted the CEO and other Directors of the company whenever required
Assisted the Marketing Director in all day to day activities.
First point of contact between my boss and other departments/parties.
Diary management, screening, replying to calls & emails, independently handling correspondence.
Preparation of presentations for Clients and internal departments.
Dictation, arranging for meetings and circulation of minutes.
Conducting research for the department.
Preparation of Client database (prepared a detailed Client database for company use).
Assist/support the events team (distribution of tickets, check on confirmation of guests invited and receiving guests at the VIP lounge for the events, etc).
Assisted the Interior Design Manager for secretarial and administration works.
Assisted the CEO and President in absence of their secretary on various occasions.
Assisted the Project Execution Team (Project Manager’s, Site engineers, etc).
Attend to enquiry phone calls, faxes.
Central point of contact for Tenders (independently handling all Tender related documents for collection & submission of all Tenders).
Preparation of quotations, work orders, invoices, agreements.
Arranging meetings and circulation of minutes.
Preparation of monthly & yearly sales reports.
Coordinating with Clients on collection of outstandings.
Assisted and worked closely with the CEO for various projects related jobs
Assisted the VP and his subordinates in secretarial works
Assisted and managed the office of the Head of Advertising Sales - India with:
Attending to phone calls, emails, faxes.
Arranging all travel and hotel bookings.
Diary management.
Preparation of monthly expense reports for all India - Executive wise.
Managing the leave record register for the sales team.
Preparing presentations.
Sending mailers to Clients and agencies.
Follow up with regional managers for the monthly reports, compilation of the same to distributed to the Head.
Follow up with the sales team for the weekly reports.
Preparation of business travel plans to be submitted to London office.
Coordinating with hotels for events.
Assisted the Head of Clinical Research & Medical Advisors in all secretarial works