Executive Management Assistant
Expo2020Dubai
Total years of experience :7 years, 5 Months
- Responsible for the management of the Operations Support Services in their pavilion;
- Integrate with other Functional Areas to plan for the ongoing management of the pavilion during operations for the Operational Support Services;
- Ensuring that all policies and procedures are adhered to, specifically to include all responsibilities and accountabilities associated with the Expo 2020 Health and Safety Policy and assurance standards;
- Promoting innovation, best practices and green technologies in accordance with Expo standards;
- Provides input to the day to day pavilion operating plan;
- Collaborate with other functional areas, such as Ceremonies, International Participants and Venue Management on ensuring a seamless delivery of Operational Support Services;
- Ensure contractual compliance of Service Providers across that extends to monitoring Key Performance Indicator’s and resolving performance gaps;
- Any other duties as may be reasonably requested by the Management Team;
- Responsibilities of this role will evolve throughout the event.
- Preparing financial statements, reports, memos, invoices letters and other documents;
- Answering phones and routing calls to the correct person or taking message;
- Handing basic bookkeeping task;
- Filing and receiving corporate records, documents, and reports;
-Researching and conducting data to prepare documents for review and presentation by boards of directors, commitment, and executives;
- Helping prepare for meetings;
- Greeting visitors and deciding if they should be able to meet with executives;
- Making travel arrangements for executives;
- Performing office duties that include ordering supplies and managing a records database;
- Opening, sorting and distributing incoming faxes, emails, and other correspondence;
- Provide general administrative support.
- Working with customer databases;
- Correspondence and telephone conversations in English with foreign companies;
- Organization and moderation of b2b-negotiations;
- Organization of business missions;
- Preparation of presentation materials, analytical reports in English and Russian.
- Development of a procurement plan, preparation of changes to be made to the procurement plan, placement in the unified information system (EIS) of the procurement plan and the amendments made;
- Drawing up a schedule, preparing changes for making to the schedule, posting the schedule and the changes made in the EIS;
- Preparation and placement in the EIS of notices of procurement, procurement documentation and draft contracts, preparation and sending of invitations to participate in the selection of suppliers (contractors, performers) by closed methods;
- Procurement;
- Participation in the consideration of cases on appealing the results of the determination of suppliers, preparation of materials for the performance of claim work
- filling in outgoing primary documents;
- timely collection of documentation from employees and contractors;
- verification of the received documents for correctness of filling and compliance with the laws of the Russian Federation;
- timely entry of received documents into the accounting system - it is this task that often takes up most of the time of a primary accountant;
- registration on the basis of documents entered into the accounting program of correspondence on accounting accounts;
- registration of accounting registers to summarize the information received;
- preparation of summary reports for internal and external use, especially for the company's chief accountant;
- control over the correctness of the document flow;
- formation of sets of documentation;
- transfer to the archive of paper originals of the primary;
- participation in the inventory at the enterprise, assistance in fixing the results of the audit;
- if necessary, participation in the work to optimize the process of collecting, checking and entering primary records into the accounting system.
Udmurt State University Institute of Oil and Gas.