Senior Executive Assistant
Philips Lighting Saudi Arabia
Total des années d'expérience :19 years, 2 Mois
• Manage and maintain CEO’s contacts, calendar and email account.
• Prepare Agenda and full logistic support for the CEO and Executives visiting Saudi Arabia.
• Filter emails, highlight urgent correspondence and print attachments.
• Follow up on behalf of the CEO the tasks requested from Leader Team.
• Write and send minutes of meetings.
• Schedule on behalf of CEO meetings between him and his direct reports and the committees and groups to which he is a member.
• Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for CEO to match his requirements.
• Filter general information, queries, phone calls and invitations to CEO by redirecting or taking forward such contact as appropriate.
• Keep and maintain an accurate record of papers and electronic correspondence on behalf of CEO.
• Prepare correspondence on behalf of the CEO, including the drafting of general replies.
• Provide a service that is in line with the CEO’s work habits and preferences.
• Logistic support for the company team in Saudi Arabia, UAE and Netherlands.
• Handling the petty cash for CEO office expenses.
• Assist the CEO in term of:
- On-line and stores shopping: Mont Blanc pens, Rolex watches, Fashion & Accessories.
- Event management: catering services arrangement, fancy restaurants reservations, booking halls for the company in Marriott hotel & reserving rooms and suites for company VIP leaders.
- Forums arrangements: arranging logistics & registering CEO in GCF (Global Competitiveness Forum), WEF (World Economic Forum, FII (Future Initiative Investment), Signify Training in USA and other important forums.
- Visas: assisted my CEO in issuing Schengen and US visas.
• Manage and maintain the Managing Director’s diary and email account.
• Filter emails, highlight urgent correspondence and print attachments.
• Ensure busy diary commitments, papers and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers, etc, and troubleshooting problems.
• Collects or coordinates timesheet collection entry for Managing Director.
• Conduct weekly diary meetings with the Managing Director to discuss upcoming engagements, invitations and other requests.
• Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the Managing Director match his requirements.
• Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Managing Director.
• Minute general meetings as required and complete research on behalf of the Managing Director.
• Provide a service that is in line with the Managing Director’s work habits and preferences.
• Logistic support for the company team coming to Saudi Arabia from US, UK, India & UAE.
• Handling the petty cash and accounting matters for the office in Riyadh, Saudi Arabia.
• Follow up with PRO to renew the company licenses, registrations and certificates on time.
• Provide Company Accountants in Kansas, USA with expenses reports & bank transactions.
• Assist the Managing Director in term of:
- Airlines: - Managing his Jet Smarter (Private Jet) reservations for his weekly flights.
- Managing his memberships & reservations for Business & First class upgrades on Fly Emirates, Saudia & British Airways.
- VIP Car Services (Private Airport Terminal) for his flights departure & arrival.
- Hotels: - Booking his hotels in London, Chicago and Kansas.
- Hotel halls, fancy restaurants and Suites reservations in Four Seasons & Rosewood hotels for him and VIP leaders from USA & UK.
- Visas: assisted my Managing Director in issuing Schengen and US visas.
- Shopping: purchasing office Furniture from Al Judaie, City W and Juraisy.
- Decoration: negotiating and agree with contractors to redesign offices and IT set up for the company.
- Forums: arranging logistics & registering company VIP leaders in GCF (Global Competitiveness Forum), WEF (World Economic Forum, FII (Future Initiative Investment), and other important forums.
• Chairman’s Personal Assistant by organizing all his personal issues, appointments, meetings, events, personal files, flight bookings, hotel bookings, cars bookings, his family needs & all affairs related to him.
• Drafting and amending all kinds of MOUs, Agreements, Letters, E-mails …etc in both Arabic & English languages.
• Take minutes of meetings and organize them before sending them to the meeting attendees.
• Screening telephone calls, requests & documents by handling them before they pass to the chairman.
• Created a data for the company files and contacts.
• Translating documents, agreements and letters (Arabic to English & vice versa).
• Creating presentations about the company projects & explaining them in meetings to attendees.
• Use smart phone and tablet to handle all the tasks, e-mails, appointments & documents at any time and even when out of the office.
• Handling all the HR affairs including payroll, medical insurance, flight agency, hotels, car rentals, office supplies, office petty cash & other related issues.
• Created HR policies & HR forms for all the company administrative affairs.
• Managing the real estate units’ reservations for the company projects.
• Sending weekly report regarding the sales of the clients.
• Assist the Chairman in term of:
- Airlines: - Managing his memberships & reservations for Business & First class upgrades on Fly Emirates, Saudia & British Airways.
- VIP Car Services (Private Airport Terminal) for his flights departure & arrival.
- Hotels: - Booking fancy hotels in Dubai, Egypt, Abu Dhabi, London, Tokyo, Europe and Las Vegas.
- Vacations: booking his family flights, hotels and car rental in Dubai, Europe, London and Maldives. Also check for attractions in each location.
- Visas: assisted my Chairman in issuing Schengen and US visas for his family and maids.
- Real Estate: manage the rentals for Chairman rented Villas & apartments in Dubai.
- Forums: logistics and registration for Chairman in GCF (Global Competitiveness Forum), WEF (World Economic Forum, FII (Future Initiative Investment), and other important forums n Middle East and Europe for real estate filed.
Assistant for the Managing Director in all personal matters, appointments, meetings, flight bookings, hotel bookings, cars bookings and other related tasks.
•Responsible of organizing the admin. affairs of the company branch in Central Region.
•Creating presentations & explaining them in the meetings for the attendees.
•Handling the office supplies and petty cash.
•Organizing the filing system in a professional way.
•Phrasing & typing all the company correspondences and letters in both Arabic and English.
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