Executive Assistant to CEO & CFO and Office Manager
Electric Way FZCO
Total years of experience :9 years, 4 Months
Executive Assistant Support:
• Manage schedules and communications of the CEO and the CFO to support and assist all aspects of their daily work routine including organizing meetings
• Provide overall secretarial and administrative support to the higher management executives
• Prepare correspondence, reports, agendas, meeting minutes, managing databases and ensures timely follow up
• Implement, manage, and maintain record keeping, confidential personnel files, purchasing and inventory control systems
• Prioritizing emails and phone calls, gathering documents to prepare for meetings and coordinating business-related travel and hotel arrangements.
• Secures international and domestic travel arrangements for the CEO, and visitors - Coordinates with Travel Agent for International Air Ticket bookings, changes in tickets, refund and exchanging of tickets as per Company’s Travel Policy and Procedures.
• Handles international and domestic hotel reservations as per travel schedule(s) and in accordance with Company's guidelines at all times.
Office & Administrative Management:
• Manage and coordinate office operations, administer facility maintenance contracts including office maintenance, cleaning, security, repairs, etc.
• Supervise cleaners and the Office Boy
• Manage office supplies, IT equipment, maintenance and service contracts, and system
• Supervise cafeteria & stationery list
• Prepare, respond to, and file correspondence on behalf of the organization
• Contact all technicians (Air Condition, Plumbers, Electricity, Phone Line, Locksmiths, Exterminators, etc.), in case there is any damage in the office
• Finding ways to improve administrative processes
PR & HR Support:
• Support HR Business Partners in day-to-day HR operations
• Process various PR and Government relations activities including, but not limited to, visa and labour contract renewals, new visa applications, trade license & establishment card renewal
• Employee insurance process: Renewal, addition, deletion, and claims management
• Provide payroll team with attendance inputs including overtime, unpaid leave, etc.
• Create and file all important correspondence and document copies issued to staff i.e., salary certificate, salary transfer letter, loan requests, warning letters, visa and passport renewal, marital and education status change, and emails related to the illustrated
• Ensure all staff documents are valid and alert the Business Line Manager for any documents nearing expiry
• Ensuring that health and safety policies are up to date
• Managing the organization’s HR and Finance functions by keeping personnel records up to date, updating financial documents
IT Support:
• Support IT Manager with IT request when needed (coordinating with suppliers etc.)
• Manage IT Services Request when required such as: change the ext. names on telephone, updating phone numbers in Outlook, Distribution List management etc.
• Support with printing issues, such as remove toners and inks or check for paper jams. Making sure that there is enough A4 paper in all the machines. Keeping the fax and printer area clean.
• Work directly with the CEO and the Managing Director to support all aspects of their daily work routine
• Provide overall secretarial and administrative support to the higher management executives
• Acting as the first point of contact to the CEO and the Managing Director - dealing with all incoming and outgoing correspondence. Monitor and respond to incoming communications including phone calls, emails, walk- ins and letters ensuring correct department distribution
• Calendar management, travel, and hotel arrangements with chauffeur services for the C-level Executives
• Maintain various records, documents, and to review, draft and respond on different correspondences. Prepare monthly progress report, MOM, monthly quality report
• Manage the operations of the office/administration and maintains management office’s first aid & pantry supplies inventories by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Supports Accounts Payable processes and scrutinize for accuracy prior to submitting cheques for signature. Audits all A/P invoices/cheques and requisition/expense reimbursement/purchase orders, etc. as assigned by CEO and CFO
• Provide overall secretarial and administrative support to C-Level Executive and Projects Directors
• Single Point of contact between COMPANY and CONTRACTOR regarding Inspection activity
• Manage all the incoming and outgoing correspondences, transmittals, vendor’s transmittals of all projects in Outlook & Web-based system - ACONEX to coordinate with all concerned Project Representatives, Engineers, Clients and Contractors for necessary actions
• Co-ordination to DC/QA/QC Manager for developing Quality Management System / Quality Plan (QCP) as well as Monthly Quality Management Report for entire project
• Strong ability to maintain accurate information and manage all important documents (Drawings, As-Built, Specifications, Material Requisition, Technical Query, Vendors Documents, QC Monthly Reports, Inspection & Test Plan, Vendor Documents) to be updated and for efficient distribution
• Prepare correspondences, Transmittals, TQ, Vendors Documents and to ensure that all are processed and recorded accordingly in the project correspondence log
• Prepare and update logs/record for Inspection, Special Process, ITP, NCR, IAP, PIM, IRC, MDR, MR status, TBE, E-NCR (As per SAUDI ARAMCO Standards)
• Prepare and submit Weekly Inspection-Fabrication Status Report, Two Weeks Look Ahead Schedule on weekly basis
• Prepare Monthly and Weekly Quality Reports/Minutes of Meetings in co-ordination with Engineers and assuring safe transmission to its point of distribution
• Co-ordination to DC/QC/QA Managers and Engineers for the quick retrieval of both soft & hard copies (i.e., ITPs, QCPs, Standards, IAP, IRC, Vendor Deliverables & Procedures, etc.)
• Submission of inspection Notification/Reports, Pre-Inspection Meeting Report, Inspection Assignment Package, Inspection/Shipping Release Certificate to SAUDI ARAMCO
• Conduct market research to identify selling possibilities and evaluate customer needs
• Actively seek out new sales opportunities through cold calling, networking and social media
• Set up meetings with potential clients and listen to their wishes and concerns
• Prepare and deliver appropriate presentations on products/ services
• Prepare pending LPO (Local Purchase Order) Status Report and calibrate with Division Manager on a weekly basis; Negotiate/close deals and handle complaints or objections
• Maintaining of all the correspondences of all projects in outlook to be coordinated to all concerned Project Representatives, Clients, and Contractors for necessary actions.
• Participate on behalf of the company in exhibitions or conferences
• Report to the Divisional Manager and CEO about Monthly Business Reviews (MBR) and Quarterly Business Reviews (QBR) and managed client projects to agreed specifications
• Financial responsibility and accountability for allocated programs/projects
• Budget preparation, ongoing management, reconciliation, and closure
• All supplier contracts are in the best client and Group interest and to proactively challenge and negotiate with contractors to produce savings.
• Liaised with clients, internal resources, and suppliers, professionally, efficiently and on time, building solid and respectful relationships.
• Assist vendors in renting / selling property by establishing asking price, advertising the property, listing the property with listing services for prospective buyers
• Solicit property rental / sales listings from prospective vendors / client
• Assist prospective buyers in selection, visit, inspection and making offers for the purpose of purchase / rental on real estate properties
• Provide additional services as required by client for Dewa, Ejari, Telephone/Internet, Maintenance etc.
• Advise clients on market conditions, prices, mortgages, legal requirements, and related matters
• Preparation of rental / sales agreements for approval of purchaser and seller
• Maintain the documents & its procedures and drawings under safe custody without any damage or deterioration with easy traceability and maintain their distribution clearly
• Manage large amounts of inbound calls in a timely manner
• Identify customers’ needs, clarify information, research every issue, and provide solutions and/or alternatives as well as followed communication scripts when handling different topics
• Keep records of all conversations in our call center database in a comprehensible way
• Frequently attend educational seminars to improve knowledge and performance level
• Meet personal/team qualitative and quantitative targets
• Customer service representatives in establishments answer on the phone, enquiries from customers and understand the complaints & response to the customers accordingly
SUMMER INTERNSHIP :- Name of the Organization: Base2sky Infotech Designation: Management Trainee Duration: 2 Months
B.Com in Banking and Insurance