Executive Assistant To CEO / HR and Admin Coordinator
MILELE MOTORS FZE
Total des années d'expérience :6 years, 5 Mois
Provide sophisticated calendar management for CEO. Prioritize inquiries and
requests while troubleshooting conflicts; make judgements and
recommendations to ensure smooth day-to-day engagements.
Act as a liaison and provide support to the Board of Directors. Arrange and
handle all logistics for Board meetings and events: schedule meetings; draft
agendas; develop, compile, and distribute presentation materials; and
record meeting minutes on behalf of Board Secretary.
Complete a broad variety of administrative tasks that facilitate the CEO’s
ability to effectively lead the organization, including assisting with special
projects; designing and producing complex documents, reports, and
presentations; collecting and preparing information for meetings with staff
and outside parties; composing and preparing correspondence; maintaining
contact lists; making travel arrangements; and completing expense and
mileage reports.
Serve as the primary point of contact for internal and external
constituencies on all matters pertaining to the CEO, including those of a
highly confidential or critical nature. Prioritize and determine appropriate
course of action, referral, or response, exercising judgement to reflect
CEO’s style and organization policy.
Work closely with the CEO to keep them well informed of upcoming
commitments and responsibilities, following up appropriately.
Act as a "barometer, " having a sense for the issues taking place in the
environment and keeping the CEO updated. Anticipate CEO’s needs in
advance of meetings, conferences, etc.
Maintain open communications with the departments and teams, including
meeting regularly with their operations and providing information and
documents as needed.
Coordinate all Executive Team meetings and retreats and assist with staff
meetings and events as needed.
Provide "gatekeeper" and "gateway" role, providing a bridge for smooth
communication between the CEO and staff, demonstrating leadership to
maintain credibility, trust, and support with the Executive Team.
Complete projects by assigning work to appropriate staff, including the
Executive Team, on behalf of the CEO.
Work with the Executive Team to coordinate the CEO’s outreach activities.
Follow up on contacts made by the CEO to cultivate ongoing relationships.
Manage all aspects of organization’s office services. Evaluate and assist in
developing office policies and procedures for improved work flow and
anticipate future needs as organization grows. Assist in the selection of
vendors and purchase equipment, services, and supplies necessary for
operation of organization.
Prepare budget recommendations.
Replenish office materials such as snacks, printer supplies, paper, office
supplies, etc.
Provide event management support as requested.
Provide hospitality to all guests and help to create a welcoming
environment.
Answer main phone line and respond to inquiries.
Process and distribute daily mail.
Invest in building long-lasting relationships both externally and internally.
Manage petty cash reimbursements and reconciliation.
Other projects/duties as assigned for the overall benefit of the organization.
Support and assist the Director in all matters including secretarial
duties, personal, administrative, confidential matters.
Maintaining, scheduling, and coordinating all
meeting/appointments closely.
Handling general accountancy and filing duties.
Dealing with general correspondence with external parties.
To be able to attend meeting representing / on behalf of Director if
needed.
Maintain electronic and paper records ensuring information is
organized and easily accessible.
Make travel arrangements for executives.
Performs additional related duties as assigned by executives.
Acting as the point of contact among executives, employees,
clients, and other external partners
Dealing with the legal and HR related tasks for employees of all
companies.(Arpal Middle East Chemical Manufacturing, All Seasons
plants and flower trading, Expat Assist Document Clearing, Arpal
Gulf, Ck Shipping, Panorama Trading, Zener Electronics,
WoodsBagot, Mayden Accounting, and bookkeeping.)
Deal all employees’ insurance, visa renewals, ticketing, and other
related tasks.
Manage vehicles insurance, passing and Mulkiya renewal.
Coordinate with all company related contracts and look up their
renewalsand cancellations.
Engaged in training, retention, and grievances of the employee.
Supervise all vehicles and drivers.
Look after the purchasing of Farmhouse/ head office and all related
works.
Keep control on farmhouse / head office expenses and make
monthly, yearly reports and expense sheets on MS Excel.
Dealing with hiring and staffing of workforce.
Manage main office and handle queries related to admissions.
Online marketing of the institution via social media pages.
Supervise clerical staff's day to day activities.
Dealing with office work related to hiring, staffing, co-ordinating and orientation.
Supervise day to day activities and report to director.
Dealing with customers.
Providing necessary help and explain services.
Selling of sims and VAS.
Published research paper in Cogent Business and Management Journal.
Written thesis on work life conflict.
780/1100
885/1050