Executive Assistant to CEO
Al Kazim Group Of Companies
Total years of experience :16 years, 1 Months
Duties & Responsibilities mentioned below are not limited to. However duties and responsibilities are exhaustive and will be performed as and when required to do so.
• General secretarial and General Administrative work
• Extensive diary management ensuring effective management of the CEO’s time.
• Resilient at all times
• Reports and memos: Preparing memos, and reports as requested by CEO. Taking minutes of meetings etc.
• Private Matters (follow up on CEO's private & personal agenda, related to family, housing expenses etc.)
Personal Bank statement reconciliation For Heirs A/C and Other Family members.
Manage all travels and visa requests for CEO and his family members; maintain contact with travel agency to ensure flawless organization and action of business or personal trips.
Manage from A to Z the visa requests for new hires, visa renewals, visa transfers or visa cancellations for personal Staff for CEO & His Family.
Working in various time zone when CEO Travels, Keeping CEO’s personal information confidential including travel Plan.
Maintain Charity details up to date/ Monthly and Yearly.
RTA Registration and Renewals.
Preparing schedule for payment due. (New Properties, Credit card, VAT Refund)
Renewal of trade License/Establishment of Private Companies
• Office Management:
Ensuring there are always updated records of the personal files of employees and their families (visas, EID, passports, etc.)
Co-Ordinate with PRO and manage from A to Z the renewal of establishment card, trade license, Personal License renewed by myself.
Cost effectiveness: Provide to the CEO statistics on the utilization of the office material and provide solutions for more cost effectiveness.
Correspondence: draft letters, agendas, reports, presentations and such correspondence as required to internal staff and external bodies.
Preparing Board Resolution as per meeting held. And ensuring all Member have signed and then filing.
Be responsible of the office layout and space allocation
Filing system: Ensures company's documents, sensitive reports and contracts are securely filed & archived.
Build appropriate systems, tools and process to ensure optimal and efficient filing.
• Emails: Be in charge of CEO Personal email box and filtering of email and analyze and forward mail to CEO.
• Facilities Management: (Bussiness Central Tower G+53 - Commercial) in coordination with FM Team on Site.
Property management: Commercial & Residential & Warehouses & Showrooms.
Project Co-ordination cum management: (Current Project - Private Villa - B+G+1)
Ensuring that all construction works are performed in strict accordance with the plans and specifications.
Maintain a detailed diary of the day’s work activities, issues, and work approved or rejected, hours of operation.
Coordinate with the contractor’s foreman in charge of the work daily to get information on the execution of the work.
Dealing firmly with the MEP Contractors.
Making amendments to the contracts and negotiating with Contractors on cost as per BOQ. Cross Verifying invoice received by consultant before releasing payments.
Attending meetings Engineering team & MEP contractor and Engineering Consultants on weekly basis
Co-ordinating with Swimming Pool Contractors and ensuring materials and design is selected as requested by Client.
Conducting site inspections as and when needed.
Ensuring all drawings, Approval from DM, DEWA, and RTA are filled and readily available for reference.
Keeping a track of all payments paid and unpaid.
Co-Ordinating with MEP & Engineering Consultant company with regards to
Concept Design - Schematic Design - Design Development - Detailed Design - Tender Documentation - Providing Approval for Tender (Post Consultation with CEO/Client) - Construction to Practical Completion
Managing all incoming phone calls and forwarding them to respective departments.
Scheduling appointments handling appointments effectively
Manages time keeping for employees and arrange leaves and RTA for dept.
Handling event inquiries, prepare agenda and MOM.
Invoicing and payment follow ups with clients.
Filing documents, preparing contracts, verifying documents.
Managing office stationery supplies on a regular basis.
Assisting new employees with new policy procedures, dress code policy.
Planning and managing meeting room requests along with office gatherings, team building etc.
Assist new employees in setting up their emails.
Generating and sending reports on daily basis with regards to day to day agent activity globally. MS excel - Vlook up, Pivot Table and formulas.
The Customer Relationship Manager is responsible for contacting the homeowner about: - Missing documents, updating documents, providing updates.
100% in all regulatory and FIS University compliance & quality assurance.
New Employees look up to me for assistance. Team player.
Provide team leadership and coaching
Create an environment oriented to trust, open communication, creative thinking, and cohesive team effort
Motivate and inspire team members
Lead by setting a good example (role model) - behavior consistent with words.
Facilitate problem solving and collaboration, Strive for team consensus and win-win agreements
Recognize and celebrate team and team member accomplishments and exceptional performance.
Focus the team on the tasks at hand or the internal and external customer requirements
Coordinate with internal and external customers as necessary
Familiarize the team with the customer needs, specifications, design targets, the development process, design standards, techniques and tools to support task performance
Initiate sub-groups or sub-teams as appropriate to resolve issues and perform tasks in parallel
Help keep the team focused and on track
Coordinate team logistics
Work with functional managers and the team sponsor to obtain necessary resources to support the team's requirements
Obtain and coordinate space, furniture, equipment, and communication lines for team members, Establish meeting times, places and agenda
Communicate team status, task accomplishment, and direction
Provide status reporting of team activities against the program plan or schedule
Keep the project manager and product committee informed of task accomplishment, issues and status
Duties & Responsibilities:
• Checking timesheets and processing payroll
• Responsible for Office Coordinator, Receptionist, Cleaner and Driver
• Extensive Diary management with all online outlook calendars.
• Organizing business travel & accommodation
• Providing support to 3 Executives HR manager, Senior Process manager and Assistant manager
• Arrange/coordinate/Facilitate Business Review meetings
• Draft meeting agenda/Resolutions and circulate the Meeting Schedules
• Professionally prepare necessary Presentation/Reports/Data for the meetings
• Follow-up on Action items decided in the meetings and prepare reports on status updates.
• Ensuring proficient filling systems and keeping of records is maintained
I.T. Management - Monitoring hardware/software specifications and licensing schedules
- Creating new users/deactivating old users, ADHOC IT queries, upgrading of IT systems
- Ensure that new hardware and software are made ready for new recruits
Premises Management - Management of utilities for office, - Stationery ordering, - Health and Safety Management
Communication & Marketing - Website maintenance, updating company profiles and keeping senior staff CV’s up-to-date
Administration - Oversee the day to day running of the office and act as a trouble shooter to resolve office problems, archiving, Control of confidential correspondence.
• Providing Enhanced Customer Experience by
- Deliver consistent customer service. Ensure quick and accurate customer service requests. Manage customer queues efficiently. Maintain high levels of service standards while dealing with customers.
• Consistency in Good Audit rating and being compliant
- Adherence to laid down policies & procedures. All exceptions/ deviations have to be immediately referred to approving authority as per the delegation.
• Minimize operational errors. Timely rectification of errors. Effective review of day end reports.
• Self development through trainings. Identify additional training needs/ areas and get nominated for the training sessions.
Significant Achievements
Have coached newly recruited and colleagues on achieving targets keeping in mind call and data quality. Monitored calls and gave feedback on how to provide better customer service and check if SLA’s are met.
Duties & Responsibilities:
• Mentoring new Comers and Escalation handling - Mentoring new comers and helping them improve their performance has been the key attribute to my success. Have good experience of turning a customer’s dissatisfaction into satisfaction by taking ownership of understanding their needs and resolving the problem at the earliest with best of my abilities. I have been successful in increasing the end user satisfaction results for the process with the experience of understanding the customer’s needs and business needs.
• Call Handling - Good communication skill has helped me build good rapport with the customers and clients. Have been the top performer in the team when handled direct customer (debtors) calls.
Training undergone
OFM - Out-bond Feature Management.
POCITS - Pending Order Customer Inventory Tracking System
normal education