Executive Assistant to GM
Sodexo
Total years of experience :11 years, 4 Months
Provided support to GM, top management, marketing and the operations. Coordinated meetings, incoming and outgoing documents, various events. Participated at the top management meetings, produced meeting minutes including action plans, ensured compliance with the deadlines. Organized travel and hotel arrangements, advances and expense reports. Prepared presentations addressed to clients, supported team projects. Translated various documentation and created reports for top management. Payroll documentation for GM and the operations, produced mileage reports. Coordinated approvals of investment requirements and audit reports. Coordinated internal communication, internal magazine and sharepoint. Consolidated information for marketing and the operations. Organized adaptation program for new employees. Provided archiving, scanning, printing of documents, research, office duties.
Provided support to HR management, HR team, covering for the CEO assistant in her absence. Extensive calendar management, organized meetings, produced minutes. Managed global HR team meetings, conference calls, HR venues. Arranged travel, accommodation, expense and mileage reports. Generated orders for new suppliers & employees in SAP system. General office management - business cards, office supplies, meal tickets. Coordinated mentoring program for talented Czech female professionals. Covered the communication with mentors, mentees and non-profitable org. Organized Odyssey events, invitations, mentee meetings, various materials. Management of Odyssey website & Odyssey LinkedIn Group. Created mentee selection and matching process, prepared mentoring guide.
Accommodated and relocated new & existing employees. Advised employees regarding Dubai areas and living arrangements. Developed & maintained a system database for over 300 properties. Generated reports relating to purchases made for properties. Management of rental contracts and according administration. Liaised with landlords, agencies regarding maintenance and tenancy agreement issues, renewing contracts, preparing documents for the new properties, created inventories, analysing accommodation portfolio. Coordinated furniture movements, property checks, maintenance team people. Trained and supervised new employees within my department.
Administrative support to the technical director. Registered new developments with the National House Building Council. Applied for street naming and postal numbering for all developments. Signed off plans in contracts, produced monthly reports. Forwarded NHBC documentation to solicitors / liaising with sales dept. Provided sales department with Property Sales Plans, Landlord & Tenant Plans, Residents Association and Fairview Retained Land Plans.
Supported customers and department managers. Assisted with the completion of manual stock checks and merchandising the shop floor. Dealt with till transaction, management of store accounts. Prepared weekly schedules, monitored attendance, holidays, sales figures.