Administration Manager/ Personal Assistant
Moby Group
Total years of experience :13 years, 7 Months
• Schedule and coordinate all Management Projects and Meetings.
• Management of External & Internal Business travels, Hotel stay and Visa arrangements.
• Personal Assistant to the Group Chief Digital Officer. Managing all business requirements. Manage dairy and schedule meetings and appointments, Travel & Hotel arrangements, Medical expense claims, Business expense claims, Business Visa arrangements. Point of contact between Group CDO and all internal/ external communications. Manage phone calls, emails and packages etc.
• Personal Assistant to Internal Company Consultant. Managing all business needs and requirements, Medical Claims, travel expense claims, Business Travel & Hotel as well as Visa arrangements.
• Support the Group CEO on basic requirements as and when needed.
• Management of the company drivers and office boys to ensure smooth functions are implemented as per company standards.
• Handled Group Projects - HRG Travel, Facility Management of New and Old office space, Office Events.
• Tracking and maintaining individual personal Office Mobile usage to avoid any misuse of company property.
• Support HR Payroll Manager for all company salary deductions. Creation of reports and timely submission.
• Ensure Etisalat Bills, DEWA Bills & Du payment are made each month on a timely basis.
• Communicates data and reports as and when requested.
• Finance Management of the department - LPO's / IOU/ Petty Cash.
• Follow up with Finance Teams to maintain payment records for audit purpose.
• Research on suppliers or contractor as and when needed - including details, cost comparison, and timelines to company standards, budgets and deadline.
• Department/Company management of all process and procedures.
• Maintain stock of office supplies for the company.
• Send, Receive and distribute company mail and shipments.
• Ensure smooth operation of front desk management.
• Meet & Greet with clients and direct them to where they need to be.
• Management of bookings such as Meeting rooms, Training rooms and Conference Rooms
• Schedule and coordinate all Management & Leadership / Business Skills/ IT Systems and Projects and Meetings.
• Handled senior Group Development programmes and Projects.
• Tracking and maintaining individual personal development Surveys- Pre, Mid-Point, Post & Final.
• Collect, compiles and reports results of evaluation, attendance and training data.
• Managed Calendar booking for the department head.
• Managed Travel booking, and Hotel stay for the department head.
• Ensure smooth implementation of tasks Pre-and Post of events/trainings/projects.
• Maintain training tracking process, training data, tracks completion and certification to the Individual.
• Communicates data and reports as needed.
• Manage training materials stipulated by regulations.
• Research training suppliers and materials as needed - including details, cost comparison, and timelines.
• Finance Management of the department - LPO's / IOU/ Petty Cash.
• Management of ILM related programmes - Registration.
• Induction Plan and delivery of training for New Joineers.
• Liaise with on-boarding for smooth implementation for new joineers and Exists.
• Team/Department management of all process and procedures.
• Strong Negotiation Skills towards Vendors, Suppliers, Hotels, Travels.
• Manage the scheduling of programmes, senior events for the Group.
• Order supplies for trainings and department as needed.
• Collects and distributes department mail and shipments.
• Perform other related duties as assigned.
• Management of front desk operation.
• Handling board line.
• Management of Group Mails, Bills, Group Library.
• Booking meeting rooms, training rooms.
• Meeting & Greeting customers and directing them to where they need to be.
• Perform other administration related duties as assigned
• Handle communication with clients for Exhibitions.
• Maintain Data records for all Events held.
• Help in sharing ideas for better improvement.
• Schedule appointments with clients for further interaction
• Office Management.
• Customer Interface and public relation.
• Managed calendar of the Managing Director.
• Managed Travel booking, Hotel stay for the Managing Director.
• Interaction with clients to finalize on projects.
• Department finance management - LPO's, large amounts of Petty Cash.
• Maintaining of confidential documents.
• Help in bringing new ideas for the company.
• Collation and distribution on mails/ emails to relevant individual to take necessary actions.
• Support with all coordination for the Events.