Executive Assistant
United Technology
Total years of experience :13 years, 0 Months
• Day to day operations and management of the UTC Vice President of Turkey and Middle East.
• Manage and daily maintain calendar - agendas, schedules, meetings, appointments.
• Arranged travels and itineraries.
• Handle correspondences, incoming and outgoing, including drafting replies, answering queries, and/or referring the same to the relevant individual(s), as appropriate.
• Handled sensitive and confidential correspondence and information.
• Responsible for providing analytical, secretarial and administrative support to the CEO (and others when required)
• Compiling Expense report.
• Maintaining an efficient filing and records keeping system.
• Act as the primary contact for internal and external communications/events and as a back-up for the PA team
• Main point of contact in office for Admin/meeting rooms/Logistics for leaders traveling into Dubai
• Processing staff travel tickets and booking hotel accommodation
Duties:
•Organizing and supervising all of the administrative activities that facilitate the smooth running of the office.
•Front Office tasks.
•Coordinating and arranging travel bookings for all employees.
• Processing expense claims for the directors.
•Organizing the office layout and maintaining supplies of stationery and equipment;
•maintaining the condition of the office and arranging for necessary repairs;
•Arranging regular testing for electrical equipment and safety devices;
•Manage and maintain complex calendar and travel; coordinate point-to-point travel needs (car, flight, hotel, etc.) with Travel Agency.
•Receive, screen, sort and prioritize all incoming mail and email; respond to inquiries as needed.
•Reasonable assistance with personal tasks to leverage time.
•Providing production support including slide generation, graphics, proofreading, editing, copying and book binding.
• Jointly facilitated recruitment by placing job adverts, screening applicants and short listing candidates for interviews
• Negotiating remuneration packages and preparing letters of offer.
• Conducting new employee orientation program as advised by the Chairperson.
• Maintaining and employees records / files and ensuring they are periodically updated.
• Providing current and prospective employees with information about policies, job duties, working conditions, wages and opportunities for promotion and employee benefits.
• Handling staff insurance and ensuring timely additions and deletions as per staff changes.
• Coordinating and Monitoring visa applications, renewals and cancellations with the PRO.
• Maintaining staff list and personal particulars, constantly monitor expiry of Visas etc.
• Coordinating internships and placements of volunteers.
• Preparing annual leave schedules.
ADMIN
• Monitoring requirements and handling purchases and distributing office supplies and equipment to requesting employees or departments.
• Monitoring all office equipment (telephone, Fax, cellular phone) to ensure proper working conditions.
• Oversee office purchase of Stationery and groceries.
• Dealing with waste management department correspondence.
• Preparing collection of recycled materials schedules for the drivers.
• Preparing and presenting waste management proposals for interested parties.
• Preparing end of month collection reports for the various categories of recycled materials(Paper, Plastic,
Duties
Duties
•Dealing with enquiries from customers on motor, health and Home policies.
•Opening customer accounts by recording account information.
•Clarifying customers complaints, determining the cause of the problem, explaining the best solution, expediting correction or adjustment and following up to ensure resolution.
•Attracting potential customers by answering product and service information
•Renewing policies over the phone, processing payment and dispatching the relevant documents.
