Executive Assistant to SVP
Etisalat
مجموع سنوات الخبرة :21 years, 7 أشهر
Supported the SVP and 3 VP’s day-to-day administrative needs.
Coordinated extensive meetings and maintained schedules.
Managed complex and frequent changing travel arrangements and coordinating pre-planning of
trips
Arranged high-level management meetings, company events, and international teleconferences for
the SVP and VPs.
Assisted the senior management with special projects (including research and presentations) on an
as-needed basis.
Coordinated business and local travels. process travel reimbursements, and keep detailed records
Maintained department employee attendance
Provides full and efficient support to the Managing Director of The Dubai Festival City Mall (DFC) in all the administrative responsibilities while executing their role as the leader of the business unit. Projects a professional company image through in-person and phone interaction. Performs public relation duties which include meeting or speaking to internal and external customers on behalf of the MD and resolving, investigating or referring customers to appropriate personnel.
Efficient arrangement of meeting schedules (both internal and external) and coordinates with concerned attendees confirmation of schedule, venue, and agenda required.
Proactively operates in concert with the MD, present the latter with relevant data and solutions prior to actions which shall ensure that matters which may affect the department’s performance are identified, investigated and resolved. Works hand in hand with the direct reports, the departmental secretaries and as well as colleagues, and effectively functions in the entire operation of mall management office.
Providing information pertaining to organizational procedures and policies; transmits policy and administrative decisions and processes confidential matters. Serves as a point of contact for DFC Management Office for all communications within the business unit.
Reviews incoming mail, drafts responses and acknowledges correspondences and routes mail not requiring superior’s attention to concerned departments. Systematic documentation and file organization. Effectively disseminates important circulars to all concerned. Receive retailers, customers and other visitors on behalf of the MD in his absence, especially with those whose issues require direct and personal approach.
Monitors and prepares different reports and ad hoc presentations required for senior management. Managing different special tasks and projects like preparing minutes and action for regular based meetings.
Resolving administrative routines with considerable independence with only unusual or difficult problems being referred to the MD for clearance. Performs general secretarial/administrative duties which include the following:
- Managing the Filing Clerk, Receptionists, Driver and Office Assistants to ensure that work flows, expectations and tasks assigned are achieved effectively and that they are fully trained and evaluated quarterly.
- Ensure that general faxes, office and personal mails (incoming and outgoing) at the Retail Office are timely distributed and delivered appropriately to concerned recipients. Coordinates dispatch of courier service via UPS.
- Coordinates the availability of the driver for daily dispatch and collection of pertinent documents from different departments within the Management Office.
Provides full and efficient support to the 3 Business Partner and their team in all the administrative responsibilities while executing his role as the leader of the department. Assisting in implementing directives required to obtain strong results from the targeted objectives while achieving customer satisfaction.
Provides administrative support, updating and communication of information in a timely manner to ensure the smooth functioning
Managing and arranging appointments through effective diary management, minimizing disturbance and interruption outside of business needs
Responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex high level executive meetings
Coordinating the Partners and SVP’s external business affairs, including arranging appointments, travel arrangements, hotel bookings and etc.
Manage files, folders, booklets and publications to ensure they are properly catalogued and available for review and reference when needed
Responding to general information and correspondence addressed to Partners and SVP’s within authorisation limits with appreciation of confidentiality
Working independently and making decisions as appropriate with minimal supervision
Liaise with company’s senior management, arranging and administering internal affairs and meetings
Assisting and coordinating in setting up Anti Money Laundering sessions for the employees within the company
Assist with development and editing of Microsoft PowerPoint, Word, and Excel documents
PAT - (Personal Account Transaction) check list of personal filings related to Compliance
Schedule and coordinate internal/external meetings, conferences and social events - Preparing agendas, compiling packages/documentation required for the meetings
Work closely with the Partners to coordinate and launch hard copy of the Abraaj Holistic Framework which includes all the procedural documents related to Abraaj .
Provide executive-level administrative support to the Managing Director of Supervision and fifteen direct reports with a demonstrative ability to improvise, improve procedures and meeting deadlines
Controlling and coordinating the Administrative & Secretarial functions including Airline/hotel reservations, arranging meetings & conferences
Organising internal and external meetings/booking rooms for relationship managers in the supervision department as and when requested
Complete HR forms for the MD in accordance with company procedures
Sending Mail shots on behalf of Case officer for various programs’ organized by Supervision at the DFSA. eg: AML sessions, outreach programs
Coordinate with the Associate Director - Supervision, Head of AML in sending out data information of all AFs/ASPs/AMIs to the AMLSCU at the Central Bank every three months
Handle all applications made by firms within the centre for authorising individuals in key functions, conduct relevant background checks and maintain a database
Maintain the Firm Status Summary for all firms authorised within the Financial Centre and regulated by the DFSA
Maintain and monitor the Risk assessments for all authorised firms and populate graphs and schedules ensuring risk assessments are carried out on time
Organise Supervision Committee meetings to discuss risk assessments, change in license categories for firms within the centre. Take minutes and distribute in a timely manner ensuring no delays in responding to firms regarding their status updates
Maintain timely and efficient calendar and appointments diary for all the Supervision Relationship Managers
Arranging internal and external meetings/booking rooms for the supervision team
Prepare travel arrangements, travel expense claims and Purchase Requisitions for the Relationship Managers in the department including the Director and Managing Director of Supervision
Record and monitor the team’s leave schedule, monitoring adequate coverage for the Department and report same to the Line Manager on a regular basis
Maintain physical and electronic files for all authorised firms
Prepare correspondence, speeches Power Point Presentations, Board Papers
Communicate professionally and courteously with clients and their offices
Updating the records of Authorised Firm Contact Details with the help of the information provided by the Relationship Managers
Answer and direct incoming phone calls to appropriate individuals
Co-ordinate efficiently all international and domestic airline bookings
Compile and post information on standard forms using specific formats and systems enter a variety of administrative data and review for accuracy
Maintain travel schedules and calendars preparing the Agenda for weekly supervision meetings; circulate the revised agenda if the meeting gets rescheduled
Perform clerical functions incidental to admin activity
Prepare/collate records by filing information in active charts and make new charts
Assist with Shipping Statistics of all GAC Offices Globally
Perform administrative and secretarial duties with wide latitude for exercising discretion and judgment. Prepare letters, a portion of all which may be composed or compiled on the basis of personal knowledge of the subject matter. As instructed or in accordance with precedent, direct mail to other staff members for their action.
Arrange and schedule appointments for the executive, including interviewing overseas callers and making proper referrals; prepare material and make arrangements for meetings as required.
Study reports received, check and compare with previous reports or other data and bring to the attention of the executive significant item, changes errors or omissions. Maintain executive up-to-date management manuals, directives, organizational charts and keep the executive informed of changes.