Office Manager | Assistant to Executive Directors
The Crystal Group
Total years of experience :18 years, 2 Months
EA/PA:
- Provide professional secretary support
- Generate regular standardized reports based on managers’ guidelines
- Manipulate data into formats including tables and charts for effective presentation/communication
- Coordinate and manage Executive Directors’ calendars, appointments and international meeting schedules
- Support of business trip arrangements - visa, flights, hotel and other requirements
- Help the oversea visitors - franchisors, partners and colleagues
- Other business assignments based on Executive Directors’ instructions
- Heavy calendars and travel management
- Intense e-mail traffic - manage, prioritize and respond to (if appropriate) all correspondences. High level of comprehension in order to process, respond and forward respective emails
Legal/HR Management:
- Business contracts/agreement management - drafting, editing and execution
- Ensuring all legal document certification and attestation are valid and renewed timely
- Coordinator for all the investment and shareholding procedure of all brands
- Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of company files and records
- Liaise with project partners regarding current/upcoming leases and related operations in relation to our management agreements (current partners: Emaar Malls, Raffles Hotel, Rixos Hotel, H Dubai, TDIC)
- Main point of contact with Government authorities dealing with incorporation, registration & license renewal for five (5) LLC companies and DMCC Freezone Company including the necessary amendments.
- Knowledgeable regarding Labour Law and HR duties including but not limited to joiner/leaver, staff medical & life insurances and sourcing.
Operation/Project Management:
- Coordinate project team (in house & contractors)
- Constantly monitor and report on progress of the project to Project Leader (External Project Manager)
- Ensure project documents are complete, current, and stored appropriately
- Liaise with Managing Director/officials to ensure project legal documents are approved and signed by respective Government authorities, contractors and suppliers
- Hold regular status meetings with project team
- Keep project team well informed of changes
- Resolve and/or escalates issues timely
- Ensuring handover of final operation and maintenance manual and completion certificate
- Coordinate and manage shipments
Office Management:
- Full administration function to ensure the flawless running of head office.
- Screens complaints and inquiries from employees, public officials, the press and the general public addressed to the Executive Directors; gathers appropriate material from the Executive Directors and other administrative staff to respond to routine inquiries and routes more complex inquiries along with support documentation to department staff as appropriate;
- Coordinates and directly supervises the activities of the administrative support staff to ensure equitable distribution of workload, adequate telephone coverage during absences, office protocol and information flow among department staff;
- Handling the company’s domains - email hosting and web hosting details;
- Co-ordinate the office accounts on a timely basis, keeping a log of all expenditure, petty cash etc. Accurately reconcile office bank statements and collate receipts.
- Ensure the monthly accounting reconciliation is completed and approved by the line manager.
- Other ad-hoc duties as required by the office or team as they arise.
Directly responsible to ensure that the planning, coordination, administration as well as communications and information functions and duties of the Executive Assistant are carried out in a professional, discreet, exact and prompt manner in accordance with the expected standards.
- Provide professional secretary support
- Generate regular standardized reports based on managers’ guidelines
- Manipulate data into formats including tables and charts for effective presentation/communication
- Coordinate and manage Executive Directors’ calendars, appointments and international meeting schedules
- Support of business trip arrangements - visa, flights, hotel and other requirements
- Help the oversea visitors - franchisors, partners and colleagues
- Other business assignments based on Executive Directors’ instructions
- Heavy calendars and travel management
- Intense e-mail traffic - manage, prioritize and respond to (if appropriate) all correspondences. High level of comprehension in order to process, respond and forward respective emails
Directly responsible in controlling expenditure against appropriation for the below book of accounts:
Personal Services - salaries and wages of all city employees
20% Development Fund - project base account
Locally Funded Projects - project base account
Special Education Fund - education fund assistant to city schools
- Keeps records of financial transactions for the above mentioned book of account of the local city.
- Allocates, and posts details of transactions to subsidiary accounts in journals or computer files from documents, such request form, payroll and invoices.
- Reconciles balances of expenditures as against appropriation and generate monthly report.
- Coordinates administrative activities of the Budget Officer as well as to assist and follow-up meetings and appointments with clienteles and prepare notices and minutes of the meetings.
- Acting as custodian of all incoming and outgoing documents and records.