Executive Assistant and Office Manager
IDEMIA Middle East FZE
مجموع سنوات الخبرة :12 years, 9 أشهر
Key Deliverables:
• As Office Manager, I oversaw office supplies, facilities, projects, employee management, meeting catering, staff supervision, office expenses and creation/issuance of Purchase Orders.
• Coordinate schedules for 6 VPs and an Office Manager, Coordinating meetings, appointments, and travel & Visa's arrangements efficiently.
• Facilitate meetings by preparing agendas, arranging, planning and catering.
• Aided in creating presentations, reports, expense management and other documents.
• Supported various projects by coordinating tasks, tracking progress, and adhering to project timelines, using project management tools (Internal Office re-design, decluttering and employee moves). Significant Highlights: Orchestrated "Threads of Compassion: Clothing Drive" CSR campaign with Dubai Foundation for Women & Children, promoting social welfare & arranged Blood Drive with DHA. Employee Engagement: Initiated monthly birthday celebrations, featuring catered food and cake, to strengthen team bonds and boost morale.
Key Deliverables:
• Posted job openings on LinkedIn and other social media platforms to generate leads.
• Headhunted, identified, and approached suitable candidates on behalf of Workforce (WFC holding) contracted for (ADAC), briefed candidates on the job's responsibilities, salary, and benefits through phone screenings.
• Created candidate profiles on qualified applicants for submission to clients.
• Participated in client-led interviews & assessments, and daily meetings, as well as keeping the recruitment trackers up to date.
• Other Ad hoc; in charge of handling ADAC internal and external applicants
Emails.
Significant Highlights:
Worked towards and exceeded a 10-day KPI requirement for the number of candidates screened, interviewed, shortlisted, or job offered.
Key Deliverables:
•Provided project coordination and management support to Firdaus Orchestra & Studio Team Members, Special VIP Guest Artists (with the HR Team), Expo 2020 Travel Agent, and Government Relations Office for entry permits and lodging.
• Supported the Senior Management team by attending meetings, reviewing, and reporting on the projects for all stakeholders (internally and externally).
Significant Highlights:
Successfully met a 2-day KPI timeline by generating Purchase Requisitions, Contract Variation notes, Change Order Forms, Change Authorization Requests (CAR), and Contract Change and Exception Memo (CEM). Provided prompt assistance to the Accounts Department in clearing outstanding invoices. Efficiently managed site visits, access passes, and fleet requirements. Maintained precise records of meetings, incoming and outgoing phone conversations, client engagement, as well as communication with subcontractors and suppliers. Organized and simplified documents for the weekly technical review committee meeting, including payment reviews, vendor email approvals, material requisitions, RFPs, bid evaluations, and purchase orders.
Key Deliverables:
• Compiled, transcribed, and circulated meeting minutes on a bi-weekly basis, on behalf of the HR Department.
• Ensured smooth running of day-to-day affairs in the respective department while acting as a key point of contact between the clients, employees, and vendors.
• Managed overall administration duties such as handling reception area, enquires via phone, fax, and email, dealing with complements & complaints, housekeeping, security, word processing, filing, and photocopying.
Significant Highlights:
Constructed a recruitment database and tracking system, as well as job applications, interviews, system access, and applicant contact information for Senior Management
Developed and executed a process for streamlining, maintaining SharePoint folders, and granting employee permission levels.
- Key Deliverables as Operations HR Executive -
• Aided Hiring Managers in formulating & benchmarking functional best practices focused on meeting present and future workforce requirement of the organization.
• Managed end-to-end recruitment lifecycle including taking job requisitions, listing jobs on appropriate channels, candidate selection, interviewing, selecting the best candidate and on-boarding, negotiating and reference checks, visa processing and Employee Engagement and off-boarding.
• Developed Job descriptions & classifications, internal communications & memos, warning letters, and performance management exercises, and termination letters.
• Drafted Training Impact Area Analysis reports in addition to compiling internal equity and cost-benefit analyses.
• Oversaw job, screening candidates, conducting interviews, qualification evaluation, completing joining formalities and background verification,
- Key Deliverables as Administration Executive -
• Discharged general administrative responsibilities as deemed appropriate and necessary (e.g., copying, distribution of meeting updates, ordering supplies, filing, expense reports, and budgeting, etc.)
• Oversaw activities like transport arrangements, cafeteria, housekeeping & maintenance, and record keeping of office stationery including various formats.
• Oversaw entire documentation covering filing, mailing, correspondence, and other management tasks in addition to maintaining adequate inventory of office supplies.
• Managed the activities at the reception area with key involvement in greeting visitors.
Significant Highlights:
Delivered in-house training to four hundred employees, including employee and facility scheduling and PowerPoint presentations.
Optimised Administration and Human Resources productivity by streamlining and updating processes and revamping policies and procedures.
Revamped and standardized Standard Operating Procedures (SOPs) and created enhanced flow charts, HR checklists, a comprehensive Human Resources Manual, and an Employee Handbook for new employees.
Significantly enhanced employee engagement by coordinating and implementing team-building activities such as hotel and spa events, bowling, and paintball.
Coordinated the Blue-Collar Medical Awareness Campaign in Association with Al Ahalia Group LLC.
-Key Deliverables:
• Ensured the smooth functioning of the business by streamlining the routine office and administrative deliverables for CEO and Investment Team.
• Prepared and checked schedule/calendars, organised flow of work, arranged board meetings, drafted agendas & board committee meeting minutes, and travel bookings.
• Facilitating the reception of VIPs and special guests adhering to the company protocol and sustaining the distinctive image of the company; developed and kept confidential filing for external clients.
• Managed a multitude of duties such as handling inquiries via phone, fax, and email, dealing with complaints, word processing, filing, photocopying, keeping a record of incoming & outgoing phone calls, couriers, and faxes.
Significant Highlights:
Addressed challenges promptly, securing employee and dependent residency visas, alongside commercial licenses, and permits, through DIFC Government Services.
Accorded for 100% accuracy in reconciling expenses for the Investment Team.
Maintained the Executive Director's calendar, schedule, domestic and international travel arrangements, including
transportation and lodging.
• Prepared general communications, memoranda, charts, tables, Monthly Market and Deposit Rate reports, and
PowerPoint presentations, as well as compiled, typed, and distributed.
• Accurately reconcile Petty Cash and Expenses for the Executive Director’s reimbursement.
• Supported Swift Manager, Operations, Clients, and management to achieve 90% trading compliance by inputting data for
brokerage swaps, bonds, and valuation tickets in line with trading legislation.
Assisted with onboarding of new hires, organized relocation documents for lodging and school searches, assigned phones,
and workstations throughout the office setup.
• Administrated General Accounting, AP & AR, Purchase Ledger entries, and conducted credit card statement account
reconciliations, petty cash, credit/cost controls, monthly payroll, invoice submittal, and prompt investigations into
irregularities.
• Reduce the cost of goods or services sold through contract renegotiations for existing supplier or agent contracts
Medical and Clinical Administration/Nursing.
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