Management Assistant
Nestle Middle East FZE
Total years of experience :18 years, 0 Months
- Carryout assigned tasks and provide general administrative support, employing a proficient understanding of process, procedures and systems used in the immidiate surrounding work environment.
- Manage own time and workload to complete assigned work tasks efficiently.
- Work with limited supervision and within established procedures and practices to make structured choices, employing judgement and simple analysis to select from appropriate options and alternative routines.
- Execute assigned administrative tasks consistently and accurately to support effective decision - making within the unit / department / division.
- Relay and exchange technical information clearly with colleagues and counterparts to deliver regular administrative duties.
- Coordinate and arrange activities of the director and the team (e.g., schedule appointments, maintain calendar, distribute agenda, arrange for and/or set up audio-visual needs, plan meeting and travel arrangements).
- Gather and arrange materials and relevant information for director's and team's use, and develop presentation materials using PC applications (e.g., Power Point, Word, MS Access, Outlook, Excel, and other graphic applications).
- Communicate polocies and guidelines from manager's and team's office to external parties, as necessary.
- Utilize various PC software packages such as spread sheets, word prcessing, graphics, etc., to provide high quality presentations, reports, and other documents.
- Perform other job-related duties as assigned by the director and the team.
• Take ownership of portfolio’s schedules, arrange appointments (both internal/external) with limited direction from portfolio members
• Prioritize meeting requests and push back where applicable
• Use initiative when scheduling meetings with clients/staff; determine purpose and minimum time required
• Arrange logistics for all conference calls, meetings, lunches and dinner and ensure all participants receive information in a timely manner
• Facilitate logistics for internal/external client meetings (face-to-face, video conferences) utilizing available resources, ensuring all necessary details are sent to the appropriate participants
• Ensure all documents are prepared ahead of meetings as necessary (collate, bind and print documents as requested)
• Prepare, amend and progress presentations as and when required
• Meet and Greet clients and EMEIA colleagues when required
• Attend EMEIA meetings to act as point of contact
• Produce meeting agendas, minute meetings and follow up on action points with relevant team
• Anticipate portfolio’s workload and have the knowledge to respond to queries; take ownership of any enquiries and ensure any issues are referred/delegated to the appropriate person in a timely manner in their absence
• Actively deliver messages to portfolios team members when required
• Ability to communicate on all levels
• Screen phone calls and messages, sort post and e-mails for portfolio and prepare a list of action items and issues, referring to the relevant portfolio member when necessary
• Build and develop an internal and external network of contacts; build knowledge of key issues in order to effectively identify priorities
• Liaise and work with other Executive Secretaries (ESs) within the office and EY network
• Arrange travel using EY’s online booking tool in alignment with EY’s Global travel policy
• Prepare international travel itineraries, including transfers and visas as appropriate
• Greet visitors and manage their visit itinerary
• Prepare and submit timesheets on a weekly basis
• Submit expense claims on a timely manner and in line with EY policy
• Maintain a hard and soft filing system
• Maintain information for key administrative matters related to the client portfolio and others as needed
• Maintain the client database (Interaction) updating contacts and other associated tasks on a regular basis as required
• Provide ad hoc support for portfolio on projects as requested
• Support visitors as and when required
• Provide support to other members during busy periods and in case of varying workload
• Provide an impeccable secretarial support to the Functional Directors & Managers and facilitate the smooth running of the departments.
• Act as a key point of contact between the Director’s offices and internal & external partners. This includes interacting with a wide range of high profile people like Directors and Presidents from Heinz Affiliates, CEO’s of Distributor, Customer & Supplier Companies.
• Produce excellent memos of top quality / presentations on Word, Excel and Power Point.
• Attend business meetings, prepare agendas, circulate minutes of the meetings, follow up on action points and prepare status summary report for the Directors and Managers.
• Organize travel programs for Functional Directors and Managers, handle their overseas travel itinerary, books tickets, confirms business agendas, and arranges hotel stay, vehicles and special events as required.
• Organizes Company social events like staff party, and Company Conferences.
• Prepares a range of management analysis reports, budgets, contracts, reimbursement claims and ensures that all these documents are vetted prior to obtaining approval of the Managing Director.
• Providing administrative support to the Group Operations Director, including organization of his schedule, property viewing and client meetings
• Monitoring all of the Group Operations Director’s incoming and outgoing communications, and preparing correspondence
• Responsible for answering & screening telephone calls and deal with all enquiries
• Liaising with other staff regulatory authorities, suppliers and clients etc.
• Preparation of reports for both internal and external communications, often to tight deadlines
• Managing of the office filing system; Filing of all documents and update systems when necessary to ensure easy reference
• Preparation of agendas and minutes for meetings in a timely and accurate manner
• Typing of all reports and correspondence received in either manuscript or dictated form
• Preparing, editing and revising many various legal documents
• Raising purchase orders, expense claims and arranging invoices
• Managing and updating CRM database
• Meet and greet clients
• Making appointments and arranging travel and accommodation.
• Promoting a professional image of the company
• Responsible for stationery acquisition including periodicals and subscriptions
• Research, as directed by the Group Operations Director
• Planning staff events
• Provide administrative support for Spa Director and all Spa departments.
• Supervise all practices of both reception areas and provide uncompromised attention to Guest service
• Ensure smooth operation of the receptions (procedures, reservations, accounting...)
• Handles staff scheduling, leave requests and payroll reports
• Attending various departmental meetings and preparing the minutes for distribution
• Compose and edit business and creative correspondence, reports, etc
• Reading, monitoring and responding to the principal's email, answering calls and handling queries
• Managing and reviewing filing and office systems
• Maintain inventory and stocking of all facility administration materials
• Work with the Spa Director in the formulation of plans for projects and other areas
• Assist in the administration and implementation of staff training in all aspects of the Spa's operations i.e. Business telephone usage, Guest relations, Spa services (massage, body treatments, facial, etc.), Retail sales...
• Meeting Members needs and desires through planning, managing, and coordinating the Spa membership sales operations
• Provide information and guidance to prospective Members regarding Spa and fitness facilities, programs, membership procedures and prices. Responsible for the volume of facility memberships sold to remain on track with membership projections
• Increase revenue and cash flow of Membership in both the short and long term through planning, managing, and co ordinating the spa membership sales operations. This includes formulating goals, programmes and strategies for the facilities.
• Work efficiently with Marketing Communication Manager in all aspects of spa promotions and media as required.
Handled all word processing and typing.
Entered data for reports, production items, shipping, and inventory. Maintained computerized inventory of all parts, supplies, and products.
Helped plan and organize company functions.
Answered the telephone and represented the company in a professional and businesslike manner.
On-the-job Training
On-the-job Training