Executive Assistant, Office of the General Manager
Hilti Qatar
Total years of experience :22 years, 5 Months
GENERAL FUNCTION: Reporting to the General Manager and has direct responsibility for carrying out the administrative management and technical duties of the office. The jobholder is responsible for a wide range of complex and confidential administrative, operational, and governance tasks. These responsibilities include executive office management; frequent communication and interaction with senior-level personnel, and handling of sensitive information; and administration of personnel policies and procedures. Is responsible for preparation, analysis, and monitoring of office budgets, including forecasts, and acquisition and maintenance of equipment and supplies. The jobholder works closely with the General Manager on special initiatives, such as, one-year planning, training programs, campaigns and other sales and marketing related issues and activities. The jobholder frequently interacts with both external and internal executives and assistants to ensure timely and accurate communication.
Major Duties:
• Serves as primary contact information source on GM’s activities and responds to internal and external inquiries about sales operations and personnel.
• Responsible for day-to-day administration of the Office of the General Manager.
• Interprets and applies administrative procedures; takes initiative and makes timely and informed decisions and recommendations related to major administrative plans and issues in the GM’s Office.
• Provides key liaison between the GM and Regional Heads, and senior-level management staff.
• Facilitates and coordinates details regarding special requests, special events, communication of information, arrangements for presentations, etc. Coordinates and assists in developing plans for new ventures as they relate to or are initiated by those that report to the GM.
• Coordinates and directs administrative support functions and implements policies and procedures for production of documents, workflow, filing, ordering of supplies, and record maintenance.
• Prepares agendas, correspondence, and memoranda; reviews, routes, and answers mail, composing responses for the GM, as appropriate; prepares proposals, manuscripts, reports, and other written materials.
• Organizes office operations, such as workspace assignment and layout.
• Sets up, handles, and maintains sensitive files, including financial and personnel records/files and classified materials for which knowledge of security procedures is required.
• Responsible for preparation of GM’s notes for monthly executive meetings; assists with planning special functions and events for the GM and other senior-level management.
• Maintains master calendar of events and daily log of activities for the GM; arrange meetings, appointments, travel schedules, and details related to special events.
• Responsible for guests and VIP trip management to and from the office.
• Coordinates travel plans and accommodations for visitors and representatives from other countries.
• Approves or delegates approval of, purchase requisitions, travel authorizations and vouchers, requests for payment, etc. Oversees record-keeping and billing database of office budgets and expenditures.
• Responsible to conduct Audits to make sure that the Company is adhering to the local GPMS processes.
• Ensure compliance to corporate branding by taking a lead role in implementing such initiative throughout the company’s communication mediums.
• Take the lead in planning various corporate events.
GENERAL FUNCTION: The jobholder supports the day to day needs of the Al Rayan Investment (ARI) Real Estate (RE) and Asset Management (AM) Groups and performs administrative duties for Executive Management.
Ensures optimal operating alignment is created with Masraf Al Rayan IT, Finance, Marketing, Legal, Compliance, HR & Admin, Treasury and Operations units.
Assists the Managing Director's (MD) managing reporting lines and delegating authority across their respective units.
Assists the MD's with support on their various ARI committees.
Assists the MD's to ensure all staff job descriptions and objectives are clearly defined and updated at the start of the year and/or when staff is recruited.
Process
Assists the MD's to ensure Qatar Financial Centre (QFC) regulatory requirements are adhered to by all members of the team and all transactions are compliant with QFC regulations.
Assists the MD’s to maintain the highest overall corporate governance standards across the ARI organization.
Assists the MD's to ensure all QFC and QFCRA regulatory requirements are met on an ongoing and timely basis.
Assists the MD's to ensure all transactions have the required approvals.
Prepares presentations and internal and external communications as required by the MD's and the team.
Manages the MD's database of contacts, all appointments, and business trips arrangements.
Ensure teams expenses and ARI expenses are adequately prepared and processed through the various internal departments.
Responsible for the achievement of sales targets through the individual and corporate schemes and identifying suitable financing options to meet potential customer’s needs.
Responsible for coordinating corporate road shows, explaining various products and services of the bank.
Involve in prospecting and signing-up new corporate relationships to grow the channel as a continuing source of quality Personal Financial Services (PFS) business.
Provide extensive interaction with top-level key contact persons in the course of acquiring corporate relationships and implementing sales initiatives within the company.
Assist in meeting with the employees and conducts regular basic product demonstration to assist them with their financial requirements and applications.
Coordinates with the Phone banking, Cards and other business units to ensure quick and appropriate actions are taken on customers’ concerns.
Responsible in promoting customer loyalty by anticipating client needs and proactively offering solutions/ assistance and seeing to the timely completion of non-routine requests and resolution of complaints.
Handles and settle clients’ written and verbal complaints through proper investigation and timely responses.
Monitors all complaints received in the customer feedback system and ensures that these are addressed within the required turnaround time.
Performs other functions to support other units in the department including handling outbound callout to help the team initiatives such as anti-attrition programs and cross-sell activities.
Designs, delivers and develops training programs to equip staff in performing their day to day activities in line with the organization’s objectives.
Conducts quality checks on existing processes and spiels to ensure that areas for improvement are addressed through coaching and refresher courses.
Ensures security and integrity of Bank customer’s accounts and cardholder transactions by complying with procedures and referring any deviations to superiors for proper disposition.
GRADUATED WITH HONORS (CUM LAUDE)