Executive Assistant to CEO
Beiersdorf
Total des années d'expérience :19 years, 3 Mois
• Annual project management of a 1.1m AED overseas conference for high profile business partners. (Destinations: Mauritius, Singapore, Madrid, Moscow, Hong Kong, Dubai)
• Project management of an office relocation and two office refurbishments.
• Co-ordination of all regional and international travel arrangements, visas and itineraries.
• Management and maintenance of a busy calendar of appointments, including scheduling and identifying conflicts.
• Planning and coordinating company-wide offsite meetings including Management Team Meetings, Mid-year/Year-end events, MENA Cups, Company Iftars, Dinners, Family Days etc.
• Conducting research to prepare, gather and proofread briefing materials, agendas and decks for all executive-level meetings.
• Booking conference rooms, coordinating and setting up high-level conference calls, Townhall meetings etc.
• Proactively reading, monitoring and prioritizing a high volume of emails for the Managing Director.
• Management of yearly calendar to track important meetings, business trips, training courses, vacations, personnel evaluations etc.
• Development and maintenance of alert system for upcoming deadlines on incoming requests, projects and events.
• Creating expense reports, budgets and filing systems. Ensuring invoices are paid on time.
• Distributing company-wide announcements.
• Facilities Management/Office Management - building and grounds maintenance; cleaning; catering and vending; health and safety for the office.
• Managed an extremely active calendar of appointments.
• Scheduled travel, including personal travel for the SVP; prepared detailed travel itineraries, flights, hotels and ground transportation.
• Performed administration tasks such as filing, developing spreadsheets, faxing reports,
photocopying collateral and scanning documents for inter-departmental use.
• Researched and assembled data for reports and presentations.
• Compiled PowerPoint presentations.
• Successfully completed critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence and other tasks that facilitated the SVP’s ability to effectively lead the department.
• Worked closely and effectively with the SVP to keep her well informed of upcoming commitments and responsibilities, following up appropriately.
• Provided "gatekeeper" and "gateway" role, created win-win situations for direct access to the SVP’s time.
• Managed and coordinated internal/external meetings, conferences, speaking engagements, webcasts, video-conferencing, live meetings and teleconference calls along with providing supporting meeting materials.
• Scheduled travel arrangements and created detailed itineraries for both business and personal travel.
• Prepared and composed, proofread and distributed written documents such as presentations, emails, agendas, reports, meeting minutes and various other materials.
• Screened email traffic, phone calls, maintained filing systems and updated contacts.
• Was responsible for organizing and submitting travel and entertainment expense reimbursements.
• Provided onsite assistance at Leadership meetings, Board meetings and offsite meetings.
• Co-ordinated project-based work:
o Arranged a Pension Fund Election for over 800+ members
o Relocated 70+ staff into a new office
o Produced a monthly newsletter for 1000+ staff
o Supported Marketing team with seasonal Fashion Shows