Executive Assistant
PricewaterhouseCoopers
Total years of experience :20 years, 1 Months
• Provide administrative assistance Partner Affairs team
• Co-ordinate meetings/travel/hotel for the Middle East Finance team visiting Dubai
• Maintain confidential records of employees in the group, such as salaries, performance ratings, personal data.
• Effective interaction with colleagues across the Middle East to accomplish tasks.
• Written communication - drafting and self correspondence.
• Administrative - new and existing staff seating arrangements/get-togethers.
• Screening and highlighting emails/telephone calls to initiate timely action.
• Follow-up for Annual Maintenance Contracts and Lease agreements for all offices in GCC countries.
• Anticipate and provide, in an easily accessible way, all relevant documents through understanding the nature of the work of the team.
• Manage demanding diaries, ensuring efficient scheduling of meetings, coordinating with all relevant parties to ensure the best possible use of time and resolving clashes/conflicts appropriately.
• Use the firm’s systems e.g. i-Power, for completing basic expense claims and timesheets etc.
• Monthly MELT and UAE Partner presentations.
• Compile and maintain leave records for the Finance team.
• Compliance with PwC policies & procedures in all aspects of the role.
• HSBCnet Forms and Bank accounts handling.
• WIP Balance (EXPLAIN FURTHER)
• Exercise confidentiality, discretion and personal sensitivity in all aspects of the role.
• Responsible for handling the front office.
• Coordinated corporate luncheons and developed presentations for related on and off-site meetings.
• Coordinated and set up high-level conference calls, board and management meetings.
• Responsible for preparing LPO’s.
• Procured office supplies and maintained supply inventory.
• Prepared PowerPoint presentations.
• Created highly effective organizational and filing systems, including quick and thorough indexing, resulting in easy access to information.
• Maintained a database of clients, important news and events.
• Prepared expense claims.
• Taken Personal initiative to prepare drafts for correspondence and other documents required in a timely manner.
• Organized the details of special events, travel and hotel arrangements, corporate agendas and itineraries.
• Assisted with intra-departmental communications (phone, fax, e-mail, memo, etc).
• Responsible for answering telephone, screens callers, relays messages, and greeting visitors.
• Operated office equipment such as photocopier and fax machine.
• Liaison with contractors and vendors for various jobs.
• Prepared LPOs through Oracle System.
• On receipt of goods preparation of GRN (Goods Received Note) in the system for payment.
• Handled all administrative related works such R&M, Security Staff, Staff Transportation, Office equipment, stationery, uniforms, procurement, travel & hotel arrangements.
• Dealing with Real Estate Agents for new office spaces.
• Arranging office lease/contract agreements.
• Co-ordination with Etisalat for lease lines for new offices, sim cards / roaming facility / ADSL line / for new entrants.
• Ensured timely follow-up on all pending items.
• Performed the administrative tasks associated with order tracking, and preparing GRN and forwarding to accounts for payment to suppliers.
• Providing direction & training to all operational related departments on operating of ORACLE Systems for ensuring all tasks related to order management are completed in time and accurately.
• Tracking and maintaining Revenue Reports Monitoring, reviewing and controlling operational and sales expenditure within agreed budgets.
• Handling the entire Telephone Billing System.
• Attending all inbound calls and assisting passengers & crew with outbound calls. Take messages and route calls to appropriate passengers.
• Assisting the accounts department.
• Co-ordination of events.
• Performs other duties as assigned
• Scheduling and managing meetings.
• Handling corporate clients.
• PowerPoint presentations.
• Arrangement of board meetings.
• Planning Travel itinerary.
• Take personal initiative to prepare drafts of correspondence and other documents required on a timely basis.
• Open all mail addressed to the Vice President, using discretion in prioritizing, responding to or distributing as appropriate
• Market Research for Business Developments
• Co-ordinating with Owners / Charterers for information on cargo.
• Documenting data for verification.
• Negotiating with Owners / Charterers for good deals.