Executive Administrative Assistant
IBM MEA
Total years of experience :6 years, 6 Months
• Provide a high standard administrative support to
(EVPs) & (SVPs) with different nationalities in leading
business based in Dubai.
• Manage business travel arrangements including
business visas.
• Corporate cards management and expenses
monitoring
• Coordinating Schedules and arranging meetings.
• Arrange corporate events, Team gatherings and
Clients facing business amenities.
• Maintani Pre-approval financial / security
requirements.
• Arrange Meetings, prepare agendas and take
minutes, distributing memos.
• Coordinate in managing all the external events &
Presentations.
• Write and edit documents, letters, and official
correspondences.
• Support the payroll by the spreadsheets for
attendance, Overtime and leaves’ requests &
performing all the HR tasks as requested.
• Process invoices and expenses also claims purchase
requests and cash reimbursement.
• Lead in manage the petty cash.
• Screening director’s calendar and schedule meetings
• Ensuring office supplies are maintained, to always
ensure adequate levels of necessary supplies.
• Assist with a variety of administrative tasks.
• Handling all Admin Activities.
• Coordinate and schedule meetings
• Create and maintain filling system, both electronic
and physical
• Follow up all projects’ Deliverables.
• Perform all Site Administrative tasks.
• Maintain Records for all Transmittals and associated
documents received.
• Reply on all project official mails.
• Update and feedback the office Engineers about
Docs Status, latest versions, and MOM.
• Assist the technical office and project Managers in
(Printing, Filling Docs, and Approvals).
• Perform the attendance sheets required for
managerial purposes such as Salaries an Invoices.
• Coordinate with the sub-Consultants for effective
communication.
• Tracking effectively & Manage the Documentation
Flow also maintain complete archiving and backups
for all Documents.
• Perform an accurate progress reports show updated
Project activities and Documents status.
• Support in preparing customer correspondence and
Documentation and ensure that we fulfill all
requirements.
• Align Documentation according to project plan and
Time schedule.
• Weekly/ Monthly progress reports on Docs’ status
• Create and maintain filling system, both electronic
and physical & ensuring the confidentiality of files
• Handle all General office Duties and fulfill office
needs.
• Arrange Transportation and company Cars.
• Booking flight tickets, Hotels Reservations, and other
related business travel arrangements.
• Ensuring office supplies are maintained, to always
ensure adequate levels of necessary supplies.
• Form monthly Time sheets, watch daily attendance,
and leave requests also assist in recruiting Process
and Medical claims.
• Form Monthly cost reports for Cash Expenses, Bank
Transfers and paying Daily allowances.
• Purchasing site Materials and Safety Tools in limited
range.
