CEO Office Manager
Abu Dhabi Transport
مجموع سنوات الخبرة :15 years, 11 أشهر
• Manage day-to-day activities within the CEO’s office including scheduling appointments, maintain the CEO’s calendar, filtering & prioritize all outgoing and incoming correspondence (e-mail, letters, packages etc.)
• Provides superior administrative support to the CEO, the Board, and Board Committees. including correspondence, coordination, communications in an effective and efficient manner.
• Plan and manage board meetings/Committee meetings & ensure that quorum is achieved in accordance with the Company’s Articles & applicable laws.
• Prepare chairmen bi-weekly update submissions.
• Ensure prompt notification of Board decisions and resolutions adopted by the Board and Board Committees to the CEO and senior management, tracking the implementation of these decisions and resolutions.
• Working with Senior Management of the various business divisions to make sure that actions discussed are being implemented and followed through.
• Manage secretariat budget, including Board remuneration fees, reimbursements, etc. ensuring necessary signoffs are in place.
• Handle the CEO complex travel and logistics including flights, visa requirements, hotel
accommodation, car rental, meeting schedules while travelling and completing expenses.
• Performs additional duties as assigned by executives.
Manage day-to-day activities within the CEO’s office including scheduling appointments and maintain the CEO’s calendar.
•Reports preparation & ensure all are send to the shareholders & stakeholders on time and in line with the existing agreements & commitments.
•Secretarial support for meetings as and when required by the CEO, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments. Writing and distributing comprehensive minutes and action points to all members post meeting.
•Recording of proceedings and meetings, progress follow-up and miscellaneous administrative work.
•Responsible for organizing of internal and external meetings on behalf of the CEO ensuring all necessary requirements are made e.g. meeting venue, equipment, presentations, prepare agendas.
•Work closely with HR to ensure that office policies and procedures are adhered to.
•Responsible for managing CEO’s personal driver’s daily schedule in line with CEO’s daily requirements.
•Liaise with other Business Units to ensure all submissions for each meeting are met in a timely manner.
•Act as management liaison to transmit directives, instructions and assignments and follow up on the status of assignments and report it to the CEO on a daily basis.
•Responsible for organizing CEO travel and logistics including flights, visa requirements, hotel accommodation, car rental, meeting schedules while travelling and completing expenses.
•Prepare chairmen weekly submissions in coordination with the concerned personnel and follow up on actions and ensure deadlines are met.
•Documentation/ Confidentiality: Manage & prioritize all incoming/outgoing correspondence & maintain an effective filing system, in compliance with Document Control procedures and Maintain a high level of confidentiality at all times.
as a Marketing Communications Specialists responsible for :-
•Leading the development and implementation of the company’s marketing, social media, branding, and communication activities.
•Spot new marketing opportunities for the company and carry out marketing initiatives.
•Managing the company’s digital presence on websites, blogs and social channels.
•Developing marketing agenda.
•Putting together promotional materials, programs, and events.
•Being the key contact for consumer feedback.
•Event planning & Execution from A to Z
•Implementing marketing and advertising campaigns across numerous channels.
•Managing the timelines and deliverables for new product development.
•Carry out market investigate and client surveys to assess demand, brand awareness and positioning.
•Sourcing new sponsorship opportunities.
•Managing customer relationships.
•Plan interviews and press conferences
•Responsible for planning of company promotional and advertising communications
•Assist in marketing plan preparation, including budget and short and long-term strategy
•Create and maintain consistent corporate brand/image voice cross product lines, events, and promotional materials, and throughout company departments
•Create relevant reports on marketing programs, including post-event reports, regular status reports, and analysis
•Supervise the design, production, and distribution of collateral and promotional materials to aid company’s sales and marketing programs
•Responsible for company interactions on the social media, including creating messages, and uploading photos
•Coordinate company’s involvement in the activities of community organizations
Office manager responsible for :-
•Efficient management of day to day administration tasks to ensure smooth operations of the department.
•Performing a variety of administrative/executive support task that are highly confidential and sensitive.
•Co-coordinating office management activities for Dept.
•Reading and screening GM‘s incoming correspondence and reports; making preliminary assessment of the importance of materials and organize documents; handle certain matters personally and forward as appropriate
•Establishing and maintaining various filing and records management systems.
•Coordinate and facilitate team calendars to arrange appointments and meetings.
•Maintain the diary, schedule appointments for and on behalf of the GM.
•Receiving & screening telephone calls, faxes & visitors, determine priorities and making referrals to appropriate staff or provide requested information.
•Co-ordinate with various departments to ensure that their tasks are completed in a timely manner and as per the GM’s directions.
•Making travel arrangements.
•Arranging both in-house and external events.
•Scheduling and monitoring daily task and itinerary of the Office boys.
•Monitor problems encounter in office / Office Equipment & schedule service to ensure all equipment are sound and in working condition.
•Prepare daily, monthly reports & Attendance reports.
•Preparing, implementing different presentations in a professional way using Microsoft power point.
•Maintain an adequate inventory of office supplies.