Executive Assistant
Ferns Shipping
Total years of experience :19 years, 3 Months
Job Profile
• Assisted Managing Director in day to day operations;
• Maintained, organized and prioritized the Managing Director’s dairy;
• Responsible for internal as well as external communications in Managing Director’s Office;
• Coordinating with various departmental heads;
• Typed up all contracts for clients and briefed them with the MD;
• Took dictation and handled all multidimensional complex calendar events and created highly effective organized
filing system;
• Prioritized emails, received incoming calls, scheduled board and foundation meetings;
• Booked conference rooms, arranged out of town conferences, travel and hotel accommodations;
• Completed a broad variety of administrative tasks for the CFO 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;
• Communicates directly, and on behalf of the CFO, when required;
• Researched, prioritized, and followed up on incoming issues and concerns addressed to the CFO, including those of a sensitive or confidential nature;
• Works closely and effectively with the CFO to keep him well informed of upcoming Commitments and responsibilities, following up appropriately;
• Was an Administration Manager in Construction industry;
• Responsible for Travel arrangements of all employees;
• Recruitment, Organizing interviews schedules and data bank of candidates;
• Induction of new employees. Drafted letters of appointments, confirmation, and termination;
• Creation of Job profiles for each position;
• Petty cash management & Responsible for personnel files;
• Monitored attendance and Leave records of employees;
• Coordinating among various departments;
• Organizing events and In-charge of all purchase;
• Completed a broad variety of administrative tasks for the Vice President/ Project Director including: managing an extremely active calendar of appointments; completing expense reports;
• Composed and prepared correspondence that was sometimes confidential; arranged complex and detailed travel plans, itineraries, and agendas; and compiled documents for travel-related meetings;
• Communicated directly, and on behalf of the Vice President/Project Director, when required;
• Worked closely and effectively with the Vice President/Project Director to keep him well informed of upcoming Commitments and responsibilities, following up appropriately;
• Travel Management of employees, Staff orientation and induction;
• Supported the Regional Director (Telecom) to ensure smooth day to day operations;
• Managing his dairy, schedules, appointments, travel;
• Coordinating with various departmental heads;
• Travel Management of Regional Director and his team;
• Prepared all sales and service management reports;
• Processed expense statements of Sales Personnel;
• Ensured confidentiality of all matters related to Regional Directors Office;
• Strong background in all aspects of office management, from scheduling meetings and coordinating travel to various countries in emergency;
• Demonstrated capacity to develop and maintain comprehensive administrative processes that improve the efficiency of day-to-day operations;
Core Responsibilities: Had to reorganize the set-up purchased by the Private sector and had o be shifted to the new premises with an attached huge warehouse to stock the Duty Free Goods. Duty Free items included of a massive range both perishable and non perishable including alcohol providing services to JAFZ customers.
• Reported directly to the Managing Director and was responsible for Office Management and Business
administration. Liaise with different professionals of the companies that were related with the infrastructure to form the new Professional company.
• Handling the government officials, customs, assisting and scheduling of work, training program, travel plans, hotel bookings, accommodations & itineraries. Public Relation duties consist of handling all type of visas for all the personnel working in Jebel Ali Free Zone
• Oversee the day-today operations, Sale and administration duties with a total involvement in all aspects of the business at board level with the ability to act on behalf of the Director/General Manager when they are out on business trips. Ability to perform multiple tasks between jobs briefs, client visits, applicant’s interview, short-listing candidates besides paper work, Staff Recruitment.
• Prepared letters of appointments, confirmation, and termination, review performance of the staff, processing of leave /medical/expense forms for all employees including personnel files, updating records and maintaining data base of all employees
• Co-ordination with suppliers, Purchase and installation of all office equipments, maintaining of office, warehouse including signing and renewing of contracts. Handling customer inquiries, complaints, follow-up, quotation, orders processing. Co-ordination, updating sales report.
• Providing Secretarial support to Divisional Manager, ensuring the smooth day-to-day running of the office.
• Responsible for all communications involving Divisional Manager;
• Managing his dairy, schedules, appointments, travel;
• Coordinating with various departmental Heads.
Achievements:
• Handled, coordinated various Projects including refurbishment of the palaces at different site;
• Co- ordinate work schedules, preparing project reports (mostly technical).
• Was responsible for arranging press meeting for the event;
• Responsible for media monitoring;
• Reorganized administrative procedures;
• Ability to perform multiple task s for the event;
• Working with external marketing consultants;