Office Administrator / PA to Group Marketing Director (GMD)
Gulf Marketing Group (GMG)
Total years of experience :19 years, 2 Months
Coordination and Support
• Coordinate with the marketing department to assist the GMD in daily administration and task management.
• Follow up with the GMD to schedule statutory meetings and make the necessary pre-event preparations.
• Analyze marketing and sales data to prepare Microsoft PowerPoint presentations, Word documents and Excel spreadsheets.
• Proof read marketing briefs and advertising content to ensure proper presentation of the set objectives.
• Secure all the statutory approvals from GMD, CFO and CEO to ensure smooth functioning of the marketing department.
• Address queries pertaining to marketing events for brand principals as a point of contact with local business organizations.
Recruitment and Team Management
• Liaise with the marketing department to update on the status of existing vacancies.
• Assist HR department and recruitment team for conducting interviews, and help fill vacancies within the stipulated time frame.
• Follow-up with the recruitment team and ensure adequate availability of manpower in the Marketing Department.
Event Management
• Organised various corporate events and marketing / PR events. Liaised with service providers and ensured that the events were conducted flawlessly without a hitch.
General Administration and Operations Management
• Handle key Project Management portfolio and ensure completion of projects within target time frames and budgets.
• Review and analyse project execution to highlight variances and ensure implementation of corrective action steps.
• Ensure timely distribution of bi-monthly GMG newsletter and update email groups used by the marketing department.
• Facilitate to resolve marketing related issues in an amicable manner and prevent escalations.
• Supervise the office administration to ensure completion of all departmental tasks within the allocated time frame.
• Provide key inputs for planning and execution of company and inter-department events.
Finance and Accounts Management
• Review departmental requisitions to prepare annual marketing and merchandising budgets.
• Monitor expenses to ensure compliance with the budgetary allocations.
• Reconcile financial statements to highlight variances and implement correction action steps.
• Conduct intense negotiations to procure goods and services with favourable terms and conditions.
• Ensure generation of purchase orders as per the budgetary allocations.
• Verify PO, invoices and service completion reports to review and pass invoices processed.
• Manage Accounts Payables ensuring reimbursement to suppliers as per the set terms and conditions.
• Handled Accounts Receivables and Accounts Payables for individual schools associated with Taaleem PJSC.
• Reconciled bank statements to highlight variances and followed up to ensure rectification of errors.
• Managed general ledger for accounting and expense booking in compliance with established accounting protocols.
• Conducted statutory cash verification audits at all the associated institutions.
• Maintained record of petty cash and expenses incurred at the head office level on a day to day basis.
• Coordinated with the payroll department to process salary disbursement.
• Prepared fees invoices and followed up to collect due term fee and school fees payments.
• Generated Profit and Loss statements for events executed and updated the same in the corporate accounts.
• Handled expenditure in compliance with the budgetary allocations.
• Coordinated with the corporate office to ensure timely processing and reimbursement of vendor/supplier invoices.
• Liaised with payroll department to provision for monthly reimbursement of salary for temporary staff and supply teachers.
• Updated the key management on status of enrolment, accounts payables and accounts receivables
• Organized and archived accounts and financial documents.
• Filed revenue related documents within the system on a day to day basis.
• Addressed document retrieval requests.
• Maintained financial documents as per the established SOPs.
3.5 GPA