Personal Assistant to the Owner & Managing Partner
Abou Jaoude & Associates Law Firm
Total years of experience :28 years, 4 Months
- Extensive management of on-line diaries, booking appointments and arranging meetings, updates as required
- Ensure Executive/s get to meetings on time with appropriate documentation
- Handling and screening calls for Executive/s
- Taking and passing messages to Executive/s in a timely manner
- Ensure filing system are maintained for record keeping
- Ensure confidentiality of data
- Organizing conference calls as needed and maintaining call record for accounts purposes
- Monitoring Executives’ email inboxes when they are out of the office or at meetings and taking action as necessary
- Organizing business travel and accommodation bookings for Executive/s.
- Coordinating and preparing monthly expenses claims and fortnightly time-sheet submissions for Executive/s and own expenses and time-sheets by due dates
- Proofreading and finalizing of documents when required i.e. presentations, proposal, letters
- General filling
- Assisting Executive/s client team in copying of documents if needed.
- Assisting other EAs during busy period
- Maintain and build good working relationships with Executives’ clients and their assistants via phone and email communication
- Client database management and marketing assistance when needed. Keeping Executive/s own contacts databases up to date
-Ensures timely & error free delivery of payroll for all employees in the bank. -Coordinates with Central Bank and Labor dept. to ensure compliance & take corrective measure to address gaps within specified timelines by giving monthly reports. -Act as a primary point of contact for all HR Operations related to audit & liaise with & respond to internal, external and QCB Auditors. -Supervise a team to ensure all records, electronic and physical, are updated accurately to reflect our current employee base in line with contracts.-Participates in market pay & benefits surveys to maintain the bank competitive position in the employment market.-Act as a resident expert in the use of HR SAP system. Train and support colleagues in effective use of the system.-Liaise with ICT to identify gaps, improvements and implementation of change requests to the system
-Responsible for all process relating to on board and exiting employee. Ensure appropriate judgment is applied to secure the Bank’s interest in providing Exit Permits or on boarding employees into al khaliji.-Managing development and supervision of all processes related to the Pension, Staff Welfare funds and ensures accuracy and compliance to regulatory requirements.-Ensures timely on boarding & smooth relocation for the new staff either hired overseas or locally-Provides operational support to all HR team& functions including HR Relationship Managers, Compensation, Recruitment and Training to facilitate efficient delivery of HR services and programs to clients.-Ensures all legal, visa and immigration processes are completed for employees-Embrace the customer service focus of the bank as part of the delivery of HR services to managers and employees.-Liaises with ICT to support development and management of HRIS (related to employee records & Payroll info) -Lead or participates on projects and committees as assigned-Evaluates performance of team members, support their development and provides feedback on an ongoing basis.
- Oversees the human resources database. Ensure that system records are accurately recorded & crosschecked.
- Ensures that official reporting functions are up-to-date and in compliance with government regulations.
- Prepares recruitment lists and jobs postings.
- Provides administrative support to Corporate/Central Administration Department and follow up matter as instructed by Corporate Administration Manager
- Maintain records for performance appraisal systems and documents.
- Receives and tracks employment casual applications and engages in recruiting activities.
- Assisting in recruitment by sourcing potential applicants, selection /filtering CVs and preparing employment offers and contracts in coordination with the Corporate Administration Manger.
- Helping the HR Manager in screening and interviewing candidates.
- Conduct initial screening and interviewing.
- In charge of all staff concerning administrate their assessments, leaves, travels, preparing salaries, etc.
- Entry of new employees, Maintain, and update all employees data base on SAP System to make sure all data base, personal information, leaves, deductions, incentives, overtime, … done on the system correctly to run the Payroll.
- Receive and screen incoming mail (including e-mail when necessary) and telephone calls. Re-direct or provide initial response for enquiries that don't need to be passed on to the GM. Forward messages to GM where necessary.
- Operate and maintain a confidential filing and bring-up system. Maintain files as required to ensure adequate record is kept.
- Manage Office Activities, and provide confidential and high level assistance to general management and other members of the executive team
- Provide a secretarial service for meetings as required. Organize and attend meetings, where they often take minutes; deal with emails, faxes and post.
- Undertake other tasks as required, including preparation of overheads and updating spreadsheets
- Be a spokesperson and standing in for the GM in his absence after consulting with him.
- Directly interacted with the suppliers and customers and feedback.
- Provide support in terms of correspondence, office coordination, preparation of documents and provide other details to the senior managers.
- Prepare responses to inward correspondence, routine inquiries and reply to the same.
- Prepare commercial invoices, reports, memos, letters, statements and related documents, using word
- Maintain the office documents in organized manner, handle self-correspondence,
- Maintain office equipments; handle basic inventory and petty cash.
- Prepare personnel and equipment utilization reports on daily basis
- Making Travel Arrangements (Ticket and Hotel reservation, meetings schedule and relevant documents preparation).
- Placing orders with suppliers in Europe & North Africa
- Booking and follow-up shipments schedule
- Checking bank accounts with respect to all Letter of Credit documents, drafts, interest, charges, etc…
- Expenses & Petty cash box follow up
- Prepare materials requests
- Prepare clients invoices.
- Handling and Preparing Local Purchase Orders
- Conduct analytical studies on the Organization Structure / Manpower / Methods / Systems / Procedures
- Joint consultative studies with Internal Audit, Personnel Planning, other Divisions and External Consultants. Work in teams, contacts at all levels; reporting & presentation of recommendations to General Management.