Personal Assistant to Head of Corporate Client Coverage UAE
HSBC
مجموع سنوات الخبرة :20 years, 8 أشهر
1. Provide full administration support to the team
2. Managing line manager inbox by prioritizing emails which required direct attention and flagging up for immediate action.
3. Reply to and formulate correspondence on behalf of Head of Client Coverage, UAE as necessary for team general information’s and consideration.
4. Drafting and sharing minutes of team meetings and following up the action points with concerned stakeholders.
5. Preparing necessary notes, minutes and information’s might be needed for different top management meetings.
6. Managing and endorsing on first instance leave cards of client coverage team members and updating information’s as needed.
7. Conducting duties of Fire Marshall and First Aider & providing guidance to the team while conducting time to time training in the units.
8. Plan and prioritize the work appropriately considering its importance, urgency and the impact on colleagues, customers, stakeholders.
9. Awareness of all operational risk elements associated with the role.
10. Prepare, reconcile and submit all expenses in a timely manner within instructed systems.
11. Co-ordinate travel and accommodation requirements, including obtaining visas as required.
12. Organizing schedules, maintaining diaries and making appointments
13. Co-ordination - co-ordination activities, events, resources, meetings, services and managing supplies
14. Document management - disseminating information, drafting presentations, file and document management
15. Research - carrying out non-specialist research
16. Control - gatekeeper or primary point of contact roles for an area
17. Adhere to HSBC policies and maintain confidentiality on sensitive activities in the remit area
18. Deliver fair outcomes for our customers and ensure own conduct maintains the orderly and transparent operation of financial markets.
Customer Service Officer Assistant
•Manage all the Parks complains we receive through our free line 800900 & online as well.
•Filtering the complains & sending them to the park supervisor to solve the complains and get back to me to close it within 3 working days.
•Following up with the complainer and make sure that his complain is solved and that he/she is satisfied.
•Handling all Parks Membership Request
•Mushrif Parks Swimming Pool Membership Request
•Filming Requests at Dubai Public Parks
•Promotion Requests at Dubai Public Parks
Cashier (Working on ERAD SYSTEM for Dubai Municipality )
Handling payments for:-
•Events in Dubai Parks
•Photo Shooting
•TV Shooting
•Advertising in and giving away samples in Dubai Parks
•Dubai Parks Fines
Job Role
• Handling all administration requirements for the Consumer health care Departments, specifically the Finance Director Managers, these include: Filing, typing, tracking, faxing, and meeting setting.
• Handling the Finance Managers administrative, correspondence, filing and diary co-ordination with other HOD secretaries.
• Mailing list management and invitations, also the co-ordination of Dept mailing requirements.
• Weekly Status and Monthly reporting and circulation.
• Supporting the Marketing Manager with drafting the Quarterly Review, Mid Year review and Strategic Annual Operating Plan.
• Call Screening for the Consumer Department.
• Boardroom and presentation bookings and arranging of food, refreshments for such company working sessions as and when required.
• Fact Sheet drafting for promotions and activities on behalf of the department.
• Government documentation typing forms and guarantees and presentation writing in support of Dept.
Co-ordination of Departmental leave submissions.
• Maintaining artwork file library of hi-res logo and pack shots and packaging and burning CD’s with the artwork as and when requested.
• Issuance of Packaging Request Forms and tracking artwork development.
Assisting Finance Department
• Handling Employees Phone bills payments
• Aramex account payments
• All Marketing Distributor payments
• Logistics payments (From Distributors)
• All Admin Payments (for Sharjah & Dubai Office)
• Handling new vendors.
• Updating the statements from distributors every month.
•To oversee all day-to-day matters relating to the Legal Affairs department in accordance with the firm’s procedures and policies.
•Ensuring that all aspects of the department are executed as per AAB polices & procedures under the supervision of the department head and HR and Administration Manager.
•To follow and adhere to all the administration policies and functions as per the guidelines issued by HR and Administration Department
•Priorities and channel incoming phone calls, take messages, and arrange appointments for the SVP.
•Preparing meetings and/or conference call meetings both on and off site.
•Create, coordinate and manage a filing system for memorandums/correspondence and make sure it is updated in a timely manner and all day to day correspondence is filed.
•Organizing extensive business travel arrangements including flight booking and accommodations as well as other means of transportation.
•Completing applications for visas which are obtained through the HR department, and also checking for vaccination requirements.
•Preparing and obtaining approval for all purchase orders requested by the SVP in accordance with the HR and Administration Policy.
•Updating SVP's contact list periodically and securing its back up.
•Provide support to other departments when needed and work as a team.
•Travel request - Adhere to the company policy when booking flights and request lowest rates & routing with the travel agent/ obtaining SVP & HR and Administration Manager approval on Travel LPOs. Process all travel refunds and cancelled bookings. Updating of the Travel log systematically for billing purposes.
•Vacation requests & Sickness Forms: Adhere to Company policy and prepare the forms, obtain SVP approval and submit to HR and Administration Manager for review and final approval
•Maintain Conference calls log along with back up for billing purposes.
•Couriers: In charge of preparing couriers and ensuring to separate business & personal packages for billing and then reconciling your departments charges at the time of invoicing.
•Gathering all information related to listing
•Photography for properties
•Contacting Owners / Agents
•Searching for Data through Internet and other resources
•Taking over all Listing process for properties
•Providing Content for the weekly newsletter in Arabic
•Translating from English to Arabic
•Creating Brochures for Properties
•Supporting all Listing Department Tasks
•Support to the Graphic works provided for the Portal
•Provide the support for the general department
•Coordination with other departments in the company
•Secretarial tasks
•Correspondence via email, fax and other
•Organizing the filing system
•Other related tasks