Assistant CEO
Milkys for Milk Production
Total years of experience :11 years, 8 Months
Manage CEO's agenda, meetings, appointments, time schedules, etc…
•Read, analyse & brief incoming memos, submissions of the reports, determine correspondences significance and plan their distribution.
•Response to correspondence containing routine inquiries.
•Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
•Prepare agendas and make arrangements for committee, board, key clients and other Top management meetings.
•Make travel arrangements (Visa extraction, flights, hotels, itinerary & transportation) for the CEO & his family members
•Primary point of contact between CEO & the 1st line management team.
•Resolve conflicts, delegate tasks, plan work flow & follow-up till actions are totally done.
•Conduct researches, compile data, and prepare papers for consideration and presentation to the CEO
•Compile, transcribe, and distribute minutes of meetings.
•Meet with individuals, special interest groups and others on behalf of CEO
•Liaise with facility vendors, including cleaning, catering and security services.
•Ensure security, integrity and confidentiality of data.
•Assign and monitor clerical, administrative and secretarial responsibilities and tasks among office admin. staff.
•Maintains office staff job results by coaching, counselling, and disciplining employees; planning, monitoring, and appraising job results.
•Plan in-house & off-site activities, like parties, celebrations and conferences.
•Co-ordinate schedules, appointments and bookings for the meeting rooms.
•Monitor and maintain office supplies inventory.
•Review and approve office supply acquisitions.
•Ensure filing systems are maintained, updated and current.
•Attend all meetings accompanying CEO or on his behalf.
•Taking Minutes of meeting, updating follows up tasks, following up on assigned job requests - Getting Things Done.
•Follow up on all action plans created by CEO or created on behave of CEO.
•Ensure the smooth functioning of a business.
•Oversee payroll, expenses, invoices, process paperwork & monitor overtime.
•Train, Coach, Evaluates and manage staff performance.
•Established and Monitor procedures for record keeping.
•Resolve administrative problems and inquiries.
•Prepare written responses to routine enquiries.
•Prepare and modify documents including correspondence, reports, drafts, memos and emails.
•Supervise direct reporting staff, ( a team of 2 administrative assistants, 2 services & sanitation staff, & 2 drivers) according to overall company policy.
•Set employees goals and objectives.
•Prepare agendas for meetings and prepare schedules.
•Develop staff to maximize potential.
•Delegating tasks to junior employees.
•Establish and maintain controls.
•Formulate department/unit policies and practices.
•Allocate available resources to enable successful task performance.
•Participate actively in the planning and execution of company events.
•Creates, develops, enhances, approve & follow-up of new policies, procedures & best practices manuals
•Responsible for the efficient functioning of an office through a range of administrative, financial and managerial tasks.
Identifying with material requirement planning and manufacturing departments the company's material requirements, specifying the requested level of quality & the annual volume forecast.
•Exploring new supply sources & pre-evaluating them, in order to select the most competitive sources in matter of prices while keeping the same quality level as globally requested by the company.
•Handling all tendering/bidding activities with both local & overseas suppliers.
•Analyze and evaluate quotations and negotiate business terms, making certain that company required materials are being supplied at the most competitive price, quality and delivery terms.
•Negotiate the best prices by understanding the true cost structure behind the price.
•Develop the nomination packages to the sourcing tables with all the required benchmarks locally and globally & following up to get approval from Global Team.
•Continuous cost analysis to achieve the best price for the parts on the production line.
•Manage the current local commodities for each Sourcing Management Team (SMT).
•Continue looking for waste elimination ideas and cost saving opportunities.
•Support the local suppliers getting the latest know how and technologies through Technical Assessment
•Develop new suppliers to enrich the local supply base and diversify sources of supply
•Ensure positive budget, looking for cost saving ideas, waste elimination, and localization in order to increase company's profitability.
•Procuring products using various contracting methods (blanket purchase orders, pilot jobs and service contracts) from the local market while handling supplier commercial issues that might affect the business in case of any.
•Procuring & sourcing Spare Parts from the local market for the After-Sales business.
•Developing Export section with all the related processes
•Acting as the Export Focal point, working with all related departments (manufacturing, production line, finance, material handling, packing providers, supplier quality engineers, & the local suppliers) to fulfill both the customer (importing plant - GM North Africa) & the supplier (GM Egypt) requirements.
Achievements:
•Launching the first Export activity after 1 year of preparations
•Achieved ($0.8 M) saving in year 2, ($2.3 M) in year 3 out of ($6 M) annual saving.
•Plans for ($1.5 M) saving for the year ending 2015.
•Mitigated threats of ($0.5 M USD) by negotiating the price increase requests.
•Successfully supported / maintained GM North Africa production with 0% production disruption spanning 3
Develop the company’s inventory management strategy with the aim of controlling costs within budgetary limits, generating savings, rationalizing inventory and maximizing available working capital
•Manage and maintain the company’s material and stocked product inventory including stock profiles and stock locationsKeeping a 100% reconciled local stores balance through monthly reconciliation and yearly cycle count.
•Manage and control perpetual inventory stock counting / inventory accuracy checks
•Minimize overstocks and removal of obsolete / redundant raw materials to maximize availability of working capital
Achievements:
•Securing cost refund of in consigned material at the supplier side with total number of 9 M EGP
•Physical Cycle count for 38 local suppliers stores in one year
Understanding company's Global policy & procedures & assuring that all employees have the right understanding as well.
•Working as the ILM coordinator in Egypt's unit (Information Lifecycle Management)
•Maintaining updates & working on enhancing process to close any control gaps.
•Working on enhancing employee's awareness through periodic tips, mail shots, training sessions & face-to-face support.
assistance to the Export Director to organize his daily & weekly calendar, signing for him regarding all the delegated tasks.
•Manage the Manager's diary.
•Organize and Scheduling meetings & appointments & appropriately making minutes of meetings.
•Oversee & manage mail distribution system.
•Communicate with other departments to receive & relay information as required.
•Provide secretarial assistance to Division Managers
•Maintain Mgr.'s filling system (both Electronic & manual) in orderly & efficient manner.
•Follow up on the pending issues/actions, feedback reports accordingly.
•Manage all travel arrangements (i.e: booking airline tickets, hotel accommodation & traveling itinerary)
•Develop presentations as directed by Division Mgr.
•Provide administrative assistance for departmental meetings (i.e. prepare & distribute agenda, confirm attendees, compile documentation, etc)
•Record and distribute correspondences.
•Collecting data from the production lines. Preparing reports to the logistic Mgr.
•Filling and summarizing for quick readings & typing the memos & faxes.
•Arranging for meetings.
•Following up the actions and due dates of all opened action plans.
Account Dept. - English Section