Executive Assistant / Office Manager
Hedley International Emirates Group
مجموع سنوات الخبرة :29 years, 11 أشهر
My duties were to ensure that all administrative activities of the Chairman & CEO' Office were properly handled, correspondences, communications, appointments, weekly
schedules, complex travel and itineraries, accommodation arrangements well coordinated, etc.
All administrative delicate companies issues dealt with, actively, with strict confidentiality, and discretion.
All tasks ensured with a positive attitude and good communication/time management skills with flexibility with regards to timings as long working hours may be required, with ability to work independently with minimal direction, confidentiality and judgment in dealing with sensitive issues; carrying out various tasks simultaneously.
My tasks are, besides performing basic administrative tasks such as screening phone calls, enquiries and requests, and handling them when appropriate; mailing, filing, word processing, I routinely re-order department supplies, update mail and phone directories;
I prepare correspondences, reports, presentations, and manage the Chairman's schedule by preparing the agenda in advance, arrange meeting facilities.
I schedule and attend confidential management and board meetings, prepare agendas, transcribe and distribute minutes of meetings.
I abstract reports and sometimes draft them, and reply to queries sometimes on my own initiative and sometimes
from Chairman’s dictation or notes.
I recruit, supervise and monitor support staff, review company or department procedures, manage database and
schedule administrative meetings to coordinate work flow.
I prepare travel itinerary for the Chairman and the Managers, book accommodation, arrange visas, arrange travel cash in advance, trip file and supplies, prepare and complete expenses reports.
I occasionally prepare events.
For the past ten years I acquired an extensive experience in the legal field, handling the Company Legal issues. I can also work on Dubai Courts system
Plan, implement and monitor daily office activities, programs and projects.
Make operational decisions in coordination with the General Manager.
Supervise all office functions to ensure consistent quality and quantity of work.
Assign work to office staff as necessary, assuring that all office functions are covered.
Assure that staff respond positively to customers and visitors, answering questions and handling requests appropriately.
Enforce company policies, work rules, and operational procedures.
Recommend and coordinate policy changes with the GM.
Provide the GM with regular updates on office activities and pending issues.
Resolve staff issues, and coordinate with the GM and HR Manager to address disciplinary matters, recruit, onboard and retain employees.
Attend Executive meetings, and act as liaison between staff and the GM to maintain a smooth flow of information.
Maintain performance documentation, mentor staff and complete performance evaluations.
Ensure optimal use of office equipment, supplies, and inventories through preventive maintenance
Maintain workflow by analyzing and refining standard operating procedures, such as scheduling, communications, and office layout
Coordinate internal and external resources to expedite workflow
Provide administrative support to senior leaders, including email correspondence and generation and distribution of memos, letters, spreadsheets, forms, and faxes
Coordinate domestic and international travel arrangements for employees
Providing administrative support to ensure efficient operation of the office.
Supporting managers and employees through a variety of tasks related to organization and communication.
Responsible for all confidential and time sensitive material.
Research and creates presentations
Generate reports
Handle multiple projects
Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude.
Providing project-based support to the director and project management team.
Arranging meetings, presentations, and preparing proposals, among others.
Responsible for handling project documentation and correspondence in support of the manager.
Organizing, coordinating, and performing administrative and project-related duties.
Drafting, editing, and creating reports and presentations.
Developing project timelines or workflow spreadsheets and monitoring and maintaining appropriate office protocol with staff, clients, and vendors.
Create and maintain project information in project management system;
create subcontracts, purchase orders, change orders and their respective attachments as well as generating transmittals per Project Manager's request for plans and specifications and pay requests.
Correspond on routine inquiries with subcontractors and vendors at the beginning and throughout the duration of a project, fax or email correspondence to the field or other locations as needed.
Played a crucial role in supporting the day-to-day operations of the organization and ensuring that tasks are completed efficiently and effectively.
Responsible for a wide range of tasks, from managing schedules and emails, to providing administrative support to the financial team and Financial Manager.
The role required strong organizational skills, attention to detail, and excellent communication and interpersonal skills due to the specific line of work of the company.
Clerical and administrative support in order to optimize workflow procedures in the office.
Assist colleagues and executives by supporting them with planning and distributing information.