Executive Assistant to the Chairman and Owner of the Company
Abu Dhabi Supplies and Commercial Services LLC
Total years of experience :17 years, 9 Months
• Provide and lead support to both internal and external parties with a high level of professionalism and in a manner that reflects positively on the organization.
• Thrives in managing the intricacies of executive support, ensuring seamless operations with great follow-through on all commitments, discretion, confidentiality, and good judgment to handle C-Level matters.
• Assist in Chairman’s corporate and business-related activities, tasks and projects which include record keeping, liaison, coordination, scheduling, and monitoring those projects.
• Manage sensitive issues with a high level of confidentiality, especially those impacting global operations of the company.
• Sustain a daily calendar of meetings and events.
• Assist in planning appointments, meetings, conferences and provides timely reminders to all involved parties to ensure schedules will go as planned.
• Organize complex calendars and schedules, proactively resolving any scheduling conflict issues.
• Make travel arrangements, including international and local flights, hotel bookings, chauffeurs, all with VIP services.
• Manage visa requirements, ensuring timely application and approval for the Chairman, family and private staffs.
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Handle confidential documents securely while ensuring they are readily available when required.
• Complete ad hoc projects as assigned, including personal events and family needs, demonstrating flexibility and resourcefulness.
• Serves as the primary point of contact on all matters pertaining to the executive office.
• Provides a bridge for smooth communication between the executive office and internal departments.
• Manage, follow-up and maintain on organizational and operational change.
•Develop and coach team leaders to elevate the skills and expertise of the team as advised by the executive.
• Acts as an office manager, oversee the performance of all employees on behalf of the executive.
• Delegates tasks and responsibilities to staff members when appropriate with close monitoring of its completion.
• Oversees administrative policies within the organization, recommending changes as appropriate.
• Supports staffing needs, talent plans and recruitment.
• Manage and maintain executive’s schedules, meetings, conferences, webinars, travel arrangements, making appointments and making changes to appointments.
• Participates in general meetings, recorded minutes and followed up on action items.
• Creates and handles presentations, reports, confidential correspondence and files.
• Facilitates and formats internal and external communication - circulars, memos and emails.
• Coordinates on all aspects of internal and external visitor meetings & interviews.
• Monitors and coordinates daily, weekly, biweekly and monthly departmental reports.
• Suggest more efficient ways to run the office and troubleshoot malfunctions.
• Act as an advisor on administrative matters to the office and carry out special assignments of the MD or senior personnel like routines of a project, research, data compilation and report preparation. Also ensures the accurate preparation of daily/weekly/monthly/annual reports and announcements as directed.
• Maintains & monitors MD’s calendar, schedule of meetings and responsible for preparation,
collection and distribution of minutes and/or reports.
• Responsible for handling & arrangements of management and guest travel & accommodation.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Perform follow up for responses and approvals. Coordinates all activities related to the document control procedure, including technical documents, drawings and correspondences.
• Prepares written responses to routine inquiries, prepare and modify documents including correspondence, reports, drafts, memos and emails.
• Performs company’s e-registrations annually.
• Prepares company’s technical data for the prequalification requirement.
• Coordinate and distribute major client’s correspondence, emails, inquiries and monitors its completion.
• Checks outgoing submittals for its accuracy and completion.
• Prepares complex correspondence / responses escalated by the Project Managers.
• Serves as minute taker for every internal projects meeting and monitors / follow up for the task completion.
• Assigned in reaching sales targets and increasing profits by performing sales activities, proper
merchandise display, good marketing strategies and development of staff sales skills.
• Ensures proper merchandising by monitoring stock control for beauty and drug items. Monitors
100% availability of top selling products, reports shrinkage /pilferage, near expiry items, damaged items thru proper documentation. Also performs weekly ordering and receiving and in charge of the quarterly inventory of all items both locally made and imported.
• Formulates strategies for effective and efficient operations and ensure the accuracy of speed and training of all staffs from supervisors down to the rank and file, both beauty and pharmacy section.
• Deals with customer service issues such as product queries and complaints. Gathers, analyzes and develops customer service initiatives to address customer feedbacks and ensure 100% customer service level on the selling floor.
• Decision maker and overall in charge of the store. Performs the variety of tasks as assigned or needed in the operation.
• Assigned in operational management: organizing stock and equipment, ordering supplies and overseeing building maintenance, cleanliness and security.
• Prepares reports and other performance analysis documentation and reporting and attending regular meetings with head managers.
• Maintains and ensuring high standards of customer service, standards of hygiene and restaurants compliance to health and safety regulations.
• Often acts as the store custodian in the absence of the store manager.
• Handling customer complaints and queries; performs the tasks of excellent customer relations all the time.
• Assigned in people management: recruiting new staff, training and developing existing staff, motivating and encouraging staff to achieve targets, coordinating staff scheduling.
• Monitors extensive FSC (Food, Service and Cleanliness) at all times.
As HR Assistant
• Assigned in sourcing telemarketers and performs the screening stage.
• Administers psychological tests to candidates based on given standards.
• Prepares clerical reports on examinees’ standing.
• Assigned in timekeeping, payroll for the graveyard shift.
As Call Center Agent
• Performs inbound and outbound calls to offer services to different foreign clients.
• Responsible for achieving daily sales target set by the team leader.
• Assigned from time to time in the training of new Call Center Agents on the basic know-how of the job.
Bachelor of Arts in Psychology (AB PSY) is a four-year degree program that helps students understand human behavior and different thinking processes through the use of basic scientific principles and psychological theories.