CEO Office Manager in UAE Headquarters and Executive Support
averda
Total years of experience :13 years, 6 Months
• Represent CEO’s office and liaise with in house Business Units and outside clients • Prepare correspondence, reports, statistical data and other documentation as directed by CEO • Budgets: Create, follow up. In charge with the Accounting and Treasury/ Petit cash. Manage office G&A budget, ensure accurate and timely reporting • Processes, policies and procedures: Identify, develop and implement flows and actions in coordination with Building Management, Facilities Management and Workplace and Travel department. • Follow up and drive HR related matters to CEO office, e.g.induction and onboarding of employee to CEO office team, Employee Relations, Performance Management and Training • Organize meetings, conferences, workshops and other Business related events and 360 follow through • Lead, plan & implement corporate events/averda initiatives in line with employee engagement initiatives and in order to enhance the visibility of the CEO across the organisation • Project Management & Implementation across Business Units and averda presence countries in line with CEO objectives and goals • Conduct adhoc research as and when needed, to consolidate information to the CEO • Establish a process to ensure accurate and periodic data flow rhythm is in place for the CEO with relation to people/functions/businesses/budgets/general information, etc. • Align with the CEO worldwide corporate offices to avoid any duplicates and keep CEO on track at all times • Create and maintain up-to-date filing systems (soft and hard filing) and ensure provision of accurate and up-to-date information • Develop professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies • Maintaining confidentiality with all business/customer and company information in line with averda Business Codes of Conduct. • Diary management and supervision of travel related arrangements for the CEO office (e.g.visa applications) • Any other ad hoc duties as required
• Managing the day-to-day ad hoc requests, incidences and communications with the team and reporting Managers
• Meetings and appointments planning, scheduling and following up (e.g. meeting room and facilities booking)
• Travel arrangements at an international level: Agendas, logistics and required documentation processing
• Visa processes overseeing
• Calendar Management : Quick thinking and work in a timely manner (one month vista when possible)
• Managing projects and conducting research
• Creating Marketing collaterals and coordination with external vendors / suppliers to ensure timely delivery at the specs and highest quality agreed upon.
• Events management and coordination: Venue selection, negotiation within provided budget, Communication with Agency if any, agenda, entertainment sourcing
• Preparing and editing correspondence, reports, and presentations by collecting data and analyzing information
• Meeting minutes and action list
• On boarding / Inductions: Liaise with the Leads in each country or key relevant people in various areas and agenda creation besides new team member induction through department, team members and offices.
• PO creation and vendors set up as per policy and compliance.
• Expenses processing
• Providing admin assistance where required, both to reporting Managers and team members. Handling confidential information
• Constant maintenance of professional and technical knowledge by attending educational workshops.
• Active engagement in various company initiatives such as Wellness day or Volunteer programs.
• Manage the office administrative function (reception and office support) - define protocols & standards, manage workloads, coach, mentor & counsel;
• Define and manage office protocol for reception including call management, visitor control, meeting room bookings and services, staff cover, out of hours calls;
• Manage supplies of office equipment, utilities and services - negotiate supplier contracts, procure office equipment and services (stationary, safety PPE, uniforms and apparel, etc);
• Monitor and oversee office maintenance and cleaning in conjunction with FM.
• Manage and process the arrangements of TDIC VIP visitors - in conjunction with E&H and Protocol (Marketing) concerned parties.
• Manage land and mobile phone supplies and services (in conjunction with IT);
• Co-ordinate and set up of workstations and equipment for new employees in conjunction with IT;
• Co-ordinate office moves and creation of remote offices as required using nominated designers & contractors, manage costs & budgets with support from the Finance Department;
• Implement and manage policy & practice for Health & Safety (Health & Safety procedures, provision of safety equipment, lone workers etc);
• Develop and implement environmental policies for the office energy efficiency, recycling etc;
• Management of business support budget and spending;
• Coaching and training of business support staff;
• Manage and keep record of petty cash spending for office and catering purposes;
• Arrange and coordinate all hospitality services for TDIC;
• Diary management and organization of travel arrangements for Senior Director.
• Visa applications, meetings, events and conference planning at an International level for Senior Director and team if required.
• Expenses control and reimbursement claims.
• Filing system creation and maintenance
• Business correspondence, preparation of presentations and minutes of meeting
• Budgets: Creation, follow up and presentation to Senior Management
• Research
• HR related matters:
1. Recruitment and induction of new team members
2. Appraisal follow up
3. Org. Charts creation and update
4. Consultants onboarding and contract supervision
5. Training of other administrators at a company level
• Departmental planning: Manage the administrative function to ensure smooth running of the department.
• Management of team calendars and diaries ensuring that they are up to date at all times
• Manage and provide full administrative support for meetings, conferences and other events.
• Coordinate with Business support seating and ensure provision of stationery and equipment for new hires within the team
• Establishment of departmental procedures
• Creation and maintenance of potential collaborators database
• Team building activities creation, supervision and execution
• • Diary management
• Liaising between the Managing Director's office, internal and external customers.
• Support to Headquarters with existing brands, as well as potential concepts.
• Presentations
• Research
• Office Management.
• Business correspondence at an international level
• Visa processing & extensive personal / Business travel arrangements
• Expenses supervision, invoice creation and payments follow up
• Translations
• International Product Sourcing, Selecting and Buying
• Building business relationships at an International level, both for brand development and product improvement.
• Product management (marketing, promotions, stock rotation)
• Budgets, cost and margin analysis
• Operations supervision and planning
• Brand Coordinator
• Employee relations
• Recruitment
• Manpower planning
• Salaries management
• Job descriptions: Creation and revision
• Training
• Monthly reports to Finance Manager
• ACHIEVEMENT: Iso 9001: 2000 implementation
Finished degree in the mandatory three years with excellent marks. Subjects studied ranging from law to IT, languages, economy, philosophy, accounting and Management .