Personal Assistant to Principal and Parent Relation Officer
Pristine Private School
Total years of experience :11 years, 4 Months
Handling day to day administration and secretarial work. Preparing documents for KHDA (inspection and compliance visits). Meeting with parents from time to time. Assisting in organising school events. Minutes of Meetings with Governors. Also handling the Health and safety of the school by complying to the DHA requirements.
Work as a Marshal and Invigilator for the IELTS session also Exams held by the British council.
All secretarial and administration duties.
Diary Management, Travel Management, Correspondence, Minutes of Meetings.
Provide direct executive office support to the President in performing advanced, diversified and confidential secretarial and administrative operations duties of this leading Company engaged in the business of Glass Manufacturing. The Annual Turnover of the company exceeds over AED. 126 Million. Total staff strength of the Group is 341.
Render accurate and timely executive level secretarial assistance to the President in the execution of his day-to-day activities.
Perform miscellaneous functions such as creating memorandums or letters, reviewed documents or proposals, research, analyse and collate information on specific topics or issues in order to support the President in achieving operational and strategic objectives.
Provide assistance in building and strengthening cross-functional relationships between departments to ensure the smooth running of operations, clarify issues and bring in win-win solutions.
Prepare and submit various reports on different operations to the President as per his request from time to time.
Participate and render assistance in implementation of various directives of the President
Update and Inform the President regarding all mails/calls or any sort of information on daily basis through phone/mail and keep record of that.
Receive and review all incoming mails for the President and reply to the queries on general technical aspects.
Attend and screen all incoming phone calls and visitors for the President and take necessary actions as per directions.
Prepare various reports and correspondence and edit/ review them for language correctness.
Manage the calendar schedules of the President and make appointments on his behalf.
Responsible for making travel and hotel arrangements and planning itineraries for the President and other Senior Management plus negotiation of corporate rates with Hotels/ Travel Agents/ Car Rental companies.
Being alert and vigilant always to gather various required information or data for the President.
Ensure inter-company/ inter-departmental /inter-branch/ inter-office coordination smooth communication process with all employees on various management directives.
Prepare Minutes of the Meetings, reports, presentations, memos, proposals and other documents
Managed the overall administrative operation management functions of this leading company and assisted the Senior Manager. The company was engaged in the business of Insurance. Provided direct executive office support to the Senior Manager in performing advanced, diversified and confidential and administrative duties.
Managed correspondence on behalf of the Senior Manager, interpreting and explaining the established policy and procedures in response to queries from different resources.
Undertake special assignments of various natures and gather information on sensitive or confidential aspects by research, summarizing and analysing as per the direction of the Senior Manager from time to time.
Managed the schedule of the Senior Manager and made appointments on his behalf.
Made timely and advance travel arrangements/ Hotel arrangements for the Senior Manger according to his travel plan.
Prepared Minutes of the Meetings, reports, presentations, memos, proposals and other documents.
Participated and rendered assistance in the implementation off various directives of the Senior Manager.
Maintained and updated highly confidential personnel files and records of the Company’s senior personnel pertaining to offer letters, salaries, raises, bonus, vacation/ leave.
Maintained professional relationship with personnel (maintaining boundaries, maintaining confidentiality and mutual respect and positive mood).
Developed high level of competency in operation analysis including cost reduction and performance improvements.
Exercised initiative and independent judgment to resolve problems. Coordinated with various business Associates, VIP’s, and Department Heads for meetings with the Senior Manager.
Ensured that appropriate levels of stationary and hospitality supplies are available at all times, ordering new supplies as required.
Responsible for providing executive level support to the CEO in administering, coordinating and managing the Office of the CEO which include receipt, distribution and safekeeping of various Highly Sensitive / Highly Confidential Information and related incoming and outgoing documents received from internal and external sources by the office of the CEO.
Managed all the incoming outgoing written communications to smooth functioning of the operations of the CEO’s Office. Provided assistance to CEO in the entire task at the corporate level.
Provided assistance to in planning, organizing and facilitating the Board of Directors Meetings.
Organizing, preparing agendas for, and taking minutes of meetings.
Establishing and maintaining appropriate systems relating to management of CEO’s Office,
Initiate / build contacts with all Government Departments and follow-up.
Maintained accurate, up-to-date comprehensive and confidential files and records.
Managed all general office maintenance of CEO’s Office / Conference Room, repair work, refurbishment, and upkeep, motivating, and evaluating personnel.
Responsible for predictive and preventative maintenance management of all CEO’s Office assets and properties and administering of annual maintenance contracts for office equipment’s.
Provided direct executive level support to the General Manager of the company.
Reading and analysing incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
Compiled data, and prepared papers for consideration and presentation by General Manager.
Filing and retrieving corporate documents, records, and reports.
Interpreting administrative and operating policies and procedures for employees.
Meeting with individuals, special interest groups and others on behalf of General Manager.
Performed general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
Reviewed operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
Set up and oversaw administrative policies and procedures for offices and/or organizations.
Attended meetings in order to record minutes. Compiled, transcribed, and distributed minutes of meetings.
Coordinated and directed office services, such as records and budget preparation, personnel, and housekeeping, in order to aid executives.
Greeting visitors and determine whether they should be given access to specific individuals.
Make travel arrangements for executives. Managing and maintaining executives' schedules.
Preparing agendas and make arrangements for committee, board, and other meetings.
Preparing responses to correspondence containing routine inquiries.
Provide an accurate word processing service, ensuring a high level of presentation for correspondence, reports, presentation & other complex documents.
Identify & draft straightforward correspondence & reports, requesting & collating information from relevant officers & preparing drafts for approval signature
To attend meetings for accurate minute taking, text production of complex reports, agenda & action sheets & distribution as appropriate
Maintain a filing system & to create new records & filing systems as required & to maintain & improve the system
To arrange travel schedule & reservation for Director / Vice Chairman & CEO as needed
Responsible for screening telephone calls, enquiries & requests
To carry out research on behalf on the Executive Managers on specific projects, including the production of reports
To facilitate effective liaison with clients & other staff, maintaining a positive corporate image & promoting & implementing good customer care.
