Executive Assistant To The CEO
Suez canal container terminal
Total years of experience :8 years, 4 Months
• Completes a broad variety of administrative tasks for the SLT including: managing
• An extremely active calendar of appointments; completing expense reports;
• Composing and preparing correspondence that is sometimes confidential; arranging complex and
• Detailed travel plans, itineraries, and agendas; and compiling documents for travel-related
• Meetings Plans, coordinates and ensures the SLT's schedule is followed and respected. Provides
• "Gatekeeper" and "gateway" role, creating win-win situations for direct access to the SLT's time
• And office.
• Communicates directly, and on behalf of the CEO, with Board members, Researches, prioritizes, and follows up on incoming issues and concerns addressed to the
• SLT, including those of a sensitive or confidential nature. Determines appropriate course of
• Action, referral, or response Provides a bridge for smooth communication between the /CEO and
internal
• Departments; demonstrating leadership to maintain credibility, trust and support with senior
• Management staff. Works closely and effectively with the CEO to keep him well informed of
upcoming
• Commitments and responsibilities, following up appropriately. Acts as a "barometer, " having a
• Sense for the issues taking place in the environment and keeping the CEO updated. Provides
leadership to build relationships crucial to the success of the organization, and
• Manages a variety of special projects for the CEO, some of which may have organizational
• Impact. Successfully completes critical aspects of deliverables with a hands-on approach, including
• Drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the
• CEO's ability to effectively lead the company Prioritizes conflicting needs; handles matters
expeditiously, proactively, and follows-through on
• Projects to successful completion, often with deadline pressures
Daily and Monthly Responsibilities
• Preparing for the Monthly/Daily management meeting
• Taking Actions /Minutes of meeting during the meeting
• Following up with the departments to make sure actions are done
• Distributing actions to the management team
• Preparing business mails and task reminders
• Revising drafts, letters and presentation
As an office manger
• Organize and coordinate administration duties and office procedures. Maintain the office condition and arrange necessary repairs. Update and maintain office policies as necessary. Handle the administrative requirements. Analyze, respond financial files Manage actions records form SLT reports for the chairman
• Having overview on the office budget
• Making sure that tasks are escalated properly to the departments
• Handling all office needs (Pantry-stationery-maintenance)
• Handling the schedule for the meeting rooms
As a Legal Assistant:-
provide administrative services including diary management, booking meetings, Planning events, organizing travel and preparing travel itineraries, correspondence and prioritizing emails for the Chairman Keeps cases organized by establishing and organizing files; monitoring calendars; meeting deadlines; documenting actions; inputting information into file database and case management software; confirming case status with attorney.
Helps develop cases by maintaining contact with people involved in the case;
scheduling depositions; preparing and forwarding summonses and subpoenas;
drafting complaints; preparing and filing discovery requests; preparing responses
to opposing counsel; generating status reports.
Keeps clients informed by maintaining contact; communicating case progress.
Maintains case costs by verifying outstanding balances with the attorney, clients, and providers.
Supports case preparation by preparing case summaries and materials for
Mediation conferences; preparing pleadings; monitoring and obtaining discovery
responses; organizing materials for a team case review.
Updates job knowledge by participating in educational opportunities; reading professional publications.
As a Personal Assistant:-
Calendar Management, Meeting & Appointments
• Manage and maintain the Chairman’s calendar and be able to prioritize and monitor any schedule/diary conflicts
• Plan and schedule meetings and appointments for both internal and external meetings, exhibitions and business travel
• Update the Chairman of upcoming deadlines for both internal & external commitments and engagements
• Coordinate meetings, discussions, and appointments including preparation of materials for discussion and other amenities
• Attend and prepare minutes and records of various Weekly/ Monthly meetings.
• Distribute the minutes of the meeting on a timely basis and to follow up actions when relevant.
• To prepare the next meeting by collecting and providing relevant materials.
• Follow-up on incoming and outgoing correspondences and to arrange for distribution of correspondences on a timely basis
• Review the applicability and priority of correspondences, reports and other documents and to highlight any urgent correspondence
• Filter information, communication and taking appropriate action by escalating or redirecting based on the Chairman's direction to manage his time efficiently.
Record Keeping and File Management
• Maintain and control an accurate and complete record of documents and correspondences in Correspondence Database.
• Manage an organized filing system for efficient data retrieval.
• Ensure that the necessary documents such as records of correspondences, memos, minutes of meetings, and any data/ information back-up are readily accessible when required
• Manage and maintain the Chairman's contacts database and to ensure that it is up-to-date.
Reporting and Monitoring
• Ensure timely and accurate preparation of documents, reports, papers, and presentations for upcoming meetings/ appointments
• Develop and maintain periodic reporting for the Chairman's office as and when required.
• Create Weekly and monthly reports from different departments.
Office Management
• Leadership for the Secretarial staff by monitoring the procedures, and providing guidelines to ensure that it is relevant to the operational needs.
• Maintain overall knowledge of company's projects by attending site visits and keep abreast of the project's development
• Manage and enhance relationships with the relevant internal & external company partners, associates, and any other relevant organizations
_working from home” Virtual position”
Generate sales among client accounts, including upsetting and cross-selling
Operates as the point of contact for assigned customers
Develops and maintains long-term relationships with accounts
Makes sure clients receive requested products and services in a timely fashion
Communicates client needs and demands to the employer company
Forecasts and tracks client account metrics
Manage projects within client relationships, working to carry out client goals while
meeting company goals
Identifies opportunities to grow business with existing clients
Coordinate with staff members working on the same account to ensure consistent
service.
Collaborates with the sales team to reach prospective clients
Service multiple clients concurrently, often meeting deadlines
Keep records of client transactions
Healthcare and Medical Services. Company Size: More than 1000
employees
1. To provide administrative services including diary management, booking
meetings, planning events, organizing travel and preparing travel itineraries,
correspondence and prioritizing emails for the Chairman.
2. To work closely with the Chairman and Senior Leadership Team through regular
correspondence, arrange meetings and prepare briefing materials for the Chairman.
3. To provide administrative support in the delivery of assignments and initiatives
on behalf of the Chairman’s office as and when required
4. To ensure all correspondence and relevant materials are produced in a timely and
accurate manner.
5. To coordinate departmental reports and documentation for the Board of Trustees
Meetings and other meetings with outside partners.
6. To coordinate, attend and take minutes for the Chairman’s meetings and any
other relevant meetings.
7. To conduct research/ analysis as directed by the Chairman.
8. To produce reports for the Chairman as and when required.
9. To follow up on action points from meetings on behalf of the Chairman.
10. To provide administrative support to the Chairman in the follow-up and
completion of departmental work plans.
11. To provide administrative support to the Chairman in implementing
organizational projects and programs.
12. To provide administrative support to the Chairman in the leadership and
management of the organization.
13. To provide administrative services to field offices such as responding to queries,
issuing memos and following up on Chairman request
Hospitality/Hotels. Company Size: 501-1000 employees
Meets with customers in a sales environment to drive product sales and knowledge
Demonstrates advanced products knowledge
Adheres to any and all company policies and procedures
Makes sales appointments with clients
Generates new leads by meeting with consumers
Follows up with any clients to make sure that they are satisfied
Assembles any and all product displays in a given market
Finds new target markets and penetrates them to drive sales
Always looks for new ways to attract customers