Executive Assistant To CEO
Al Ghazzawi Group
مجموع سنوات الخبرة :20 years, 11 أشهر
Executive Assistant to CEO
Al Ghazzawi Group, Jeddah, Saudi Arabia
1. Office Management, Appointments, Coordination & Operations:
• Assist Group CEO in management of overall Group operations and workflow.
• Coordinate & schedule meetings, appointments, and events on behalf of CEO
• Prepare agendas, minutes, and presentations for meetings. Document those meetings, produce minutes, and follow up on action items.
• Manage and coordinate daily, weekly, and monthly calendars with all Group entities, ensuring appointments and meetings are effectively organized.
• Ensure necessary materials and resources are prepped and available for meetings/appointments.
• Handle all aspects of travel logistics, from ticketing to itinerary planning, ensuring punctuality and efficiency.
• Handle confidential and sensitive information with utmost discretion.
• Oversee project completion by delegating tasks, monitoring progress and collaborating with relevant personnel.
• Introduce and enforce office policies and procedures, ensuring adherence by all team members.
2. Communication, Liaison & Representation:
• Attend meetings on behalf of CEO when needed, ensuring his perspectives are accurately represented & advanced on strategies with clarity & confidence.
• Act as liaison between CEO and various internal and external stakeholders.
• Respond to inquiries, emails, and correspondence
• Maintain effective communication channels within organization.
3. Documentation & Reporting:
• Constantly check all communication & provide timely reports & suggested actions & responses.
• Documentum software - manage database of more than 90, 000 files/contracts/agreements and ensure effective retrieval for smooth operation
4. Problem Solving and Initiative:
• Anticipate the needs of CEO & proactively address challenges
• Exercise sound judgment in decision-making and problem-solving.
5. Board of Directors related:
• Performed additional role as Board Secretary until 2020
• Maintain compliance with Board charter and governance policies surrounding board meetings (e.g., quorum).
• General support to Board members to access relevant information and facilitating any ad-hoc requests, as appropriate.
6. Miscellaneous:
• Worked on public infrastructure projects of Saudi Government such as metro train, marine and bus transport.
• Contributed in formalizing consortiums for these projects, communication, strategizing and submission of bid documents
• Worked on numerous legal contracts for above projects
• Able to analyze P&L statements,
• Closely coordinated with Investment Division responsible for investing in various investment products by international PE firms.
Responsibilities As PMO:
• KPI - In consultation with stakeholders, designed and managed total of 61 initiatives as part of Group strategy for the year 2023.
• Worked with Business Function Heads across Group to streamline respective initiative/s and ensure timely completion
• Dashboard - Maintained Dashboard for all 61 initiatives. Update Group CEO on all those initiatives through consolidated Dashboard for Group as well as operating companies/business functions.
• Tracking & Reporting - Issue periodic reports to CEO on the performance of Business Functions and Business Units against the Group corporate strategy.
• Handled all the communication with internal and external customers
• Calendar Management - scheduling meetings with internal as well as external customers in India, USA and Europe.
• Minutes of meetings - To prepare agenda, collect materials for meetings, prepare minutes, circulation and follow up.
• Arrange travel, visa, bookings
• Team member of weekly Matrix meetings, Weekly review, Monthly performance review meetings and quarterly board meetings.
• Analyze and present various kind of data such as manufacturing & sales, manpower utilization, quality on daily/weekly/monthly basis in order to enable decision making by CEO.
• Online research on new products & client in international market
• To prepare PowerPoint presentation for Board meetings, sales meet & for other strategic purposes.
• Worked as Coordinator during the set up of new company called ‘Garware Motors Ltd' and was actively involved in sales and marketing activities for ‘Hyosung' brand of power bikes in India.
• Draft letters/independent correspondence, recording keeping, e-mails, power point presentation
• International and domestic travel and visa arrangement. Established contacts with consulate and airline offices
• Arrange meeting of Plant Heads, Function Heads to discuss day-to-day plan and execution like cash flow, raw material availability, plant-wise production and dispatch schedule, manpower, customer requirement etc.
• MIS: Data collection of production, dispatch, inventory, manpower utilization
• Closely worked with Business development and product development teams during new business and tooling development
• Monitored some of the HR functions like recruitment and annual appraisals.
• Worked closely with MD for purchase of sheet metal power presses from Germany, US, Russia and Italy
• Transcribed phone messages and relayed to appropriate personnel.
• Responded to emails and other correspondence to facilitate communication and enhance business processes.
• Handled scheduling for executive's calendar and prepared meeting agenda and materials.
• Produced accurate office files, updated spreadsheets, and crafted presentations to support executives and boost team productivity.
• Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
• Assisted MD in day-to-day work - taking dictation, e-mail, drafting of reports for MD.
• Arranged meetings with customers, land-owners, Bankers, Function Heads & Project Heads.
• Collaborated reports from Project Heads of various construction sites on daily progress, project related issues if any and to update MD accordingly.