Personal Assistant to CEO
Booz Allen Hamilton
Total years of experience :20 years, 1 Months
- Greet and welcome guests for the CEO.
- Completes a broad variety of administrative tasks for the President/ CEO including: managing an extremely active calendar of appointments; completing expense reports.
- Serve as point person for the SVP office.
- Composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Prepare meeting and presentation materials for the CEO.
- Communicates directly, and on behalf of the President/CEO, when required.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President/CEO, including those of a sensitive or confidential nature.
- Provides a bridge for smooth communication between the CEO/President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Handling travel arrangement including (hotel booking, flight ticket, transportation, visa if required)
- Responsible for developing agendas and preparing for the meetings of the Board.
- Works closely and effectively with the CEO to keep him well informed of upcoming Commitments and responsibilities, following up appropriately.
- Support the internal communication activity as and when needed
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact.
- Highly sensitive and confidential information and will be put in a pivotal position of trust.
- 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.
Employee Management:
- Manage self and team in line with the company's management policies, procedures, processes and practices to ensure adherence and to maximize own and employee contribution to business performance.
Financial Duties:
- Prepare allowance and annual expenses reports.
- Processing the buying budget for each brands and coordinate with Accounts Department.
- Prepare allowance and annual expenses reports related,
- Assistant Commercial & Admin. Manager.
- Prepare invoices or relevant financial memos as per department manager request.
- Handel and coordinate 3rd party staff monthly time sheets with their respective recruitment agencies.
- Operate payroll system and adjusting monthly wages accordingly using SAP system.
- Cash flow forecast.
- Coordinate the contract and the subcontract for company projects.
- Achieving financial objectives by anticipating requirements; submits information for budget preparation; schedules expenditures; monitors costs; analyzes variances.
- Coordination with finance department for all 3rd Party contractors’ monthly salary invoices.
Office Management:
- Involve overseeing the work of clerical and other administrative employees, as well as making sure that everything is in place for the office to function smoothly.
- Maintains office services by organizing office operations and procedures; controlling correspondence; designing, maintain employees’ documents in both hard and soft copies. (filing systems).
- Schedules management conferences with employees.
- Preparation, distribution and periodic update of overseas office compliance manuals in accordance with company policies;
- Maintains office efficiency by planning and implementing office systems, layouts etc.
- Completes operational requirements by scheduling and assigning employees; following up on work results.
Events & Seminars:
- Create, maintain the Events Tracker to the Landlord on a regular basis.
- Manage the schedule of events.
- Arrange meeting with the Requestor and the Team to discuss details and requirement of the event.
- Responsible for creating and issuing tenant communication for impending events.
- Preparation of all necessary documentation, obtaining landlord approval and programming of the lighting show on the relevant days and photoshoots or filming.
- Coordinate with Marketing Team on all procurement and logistics required on site during event.
Communication Liaison:
- Manage the flow of information to members of the executive leadership team. They may screen phone calls, open and sort mail, and summarize reports and memos that are received before passing the information on to the people they assist.
The first point of contact for clients.
•Welcome visitors and deal with their queries.
•Show clients to the relevant waiting area and offer refreshments.
•Act as the main telephone point of contact for all incoming calls.
•Deal with all reception duties on a day-to-day basis.
•Include screening and directing calls to the business and maintaining.
•Coordinating the diary for the conference rooms.
•Sending and resaving shipment and specify the order number of each shipment
•Support the Executive Assistant and the Partners to a high standard.
•Responsible for complex diary management.
•Planning and management of all travel arrangements.
•Prepare daily correspondence.
•Process expenses and timesheets.