Executive Assistant: Chairman's Office
KH Holding
Total years of experience :18 years, 10 Months
• Managed all business emails and suggested solutions to certain issues.
• Organized calendar diary, meeting, and conference call.
• Prepared and drafted business office memorandum and correspondence.
• Implemented and monitored the database of safety reports of all factories.
• Reviewed and checked the financial management report of all factories, contract, and other business-related
documents.
• Checked and ensured that all document received from the subsidiaries are duly signed.
• Executed the coordinated with local and international firms for the registration of trademarks of various companies
in the group.
• Created and drafted a company profile for the factories.
A diversified business conglomerate, grouped into 6 main sectors: General
Contracting, Industries & Services, Agriculture & Food Industries, Real Estate, Lifestyle (Hospitality, Entertainment &
Catering) and Services.
• Directly report to GCFO and perform range of administrative support services, calendar scheduling, maintained contact, made national and international travel arrangement.
• Planned and schedule meetings both internal and external entities and conference calls
• Performs general office duties such filing, answering telephones and handling routine correspondence
• Draft, edit and proofread internal office memo.
• Ensure that all letter address to external parties is proof-read and grammatically correct
• Review and ensure that all cheques, bank transfers, bill of discounting, LC, letter of representation, engagement letter, non-disclosure agreement and the like are initialed and signed.
• Ensures all documents are processed accurately and in a timely manner; establishes and maintain a filing system, process incoming and outgoing document through Damas System
• Process purchase order and post good receipt through SAP
• Handles GCFO’s personal affairs (Bills and maintenance of the house)
• Coordinate with back-office support for maintenance, IT issues and ensure that the office is clean and in order.
Managed calendar, optimize and organize appointment to ensure productivity
• Prepared power point presentation and managed all business correspondence
• Management of information flow with only the biggest issues escalated
• Provide seamless administrative and coordination of stakeholders both local and international
• Managed the personal assistant when needed
• Coordination and planning of business activity
• Comprehensive Executive Assistant to the GM for all business and personal related matter
• Provide high-level administrative support to the General Manager and Executive Office
• Manage all incoming and outgoing communication for the GM/Executive Office
• Prepare PowerPoint presentation as required by the GM and consolidate presentation from ExCom as required.
• Provide the General Manager with administrative support including typing, filing, answering telephones, management of email account and, maintaining appointment calendar, making travel arrangements and other general office duties.
• Responsible for all administrative duties in the Executive Office ensuring professional and timely execution of all tasks.
• Maintain and manage the diary of the General Manager, including the arranging and scheduling of meetings and appointments.
• Co-ordinate meetings and activities with other departments, owners, and outside agencies prepare materials and make arrangements for meetings as required.
• Establish and maintain a comprehensive and confidential file system on management personnel, and keep correspondence, reports, records, contracts and communications available for reference and efficient operation of the office.
• Coordinate projects and activities. This may involve attending meetings, taking notes and acting upon assigned duties to coordinate the assigned project. Maintain communication with departments involved in the assigned project/activity.
• Initiate and respond to written and verbal correspondence in required language as requested by General Manager.
• Organizing all travel and accommodation arrangements for General Manager, corporate staff, and ExCom’s.
• Maintain good communication and team spirit through the Executive Office.
• Ambassador of the company’s wellness and sustainability culture, promote its awareness amongst team members by leading by example.
• Maintain effective communication with all levels of the organization.
• Promote a friendly, dynamic and collaborative work environment that includes, open communication, teamwork, participation, trust, respect, professionalism and fun.
• Maintain high level of professionalism and with exceptional level of confidentiality and integrity.
• Develop and maintain effective relationships with owners, colleagues, corporate office, visitors and vendors.
• Work towards exceeding company’s business targets.
Extended arm of the CEO: handling and following up many different activities as requested
& prioritized by the CEO.
• Attend meetings when required, take minutes of meeting; ensures circulation, follow up to all
participants.
• Assist in preparation of important presentations (like Business Plans), as requested by the CEO.
• Maintain, handle and give follow-up to CEO's Office confidential files and reports.
• Focal point of the Office and the Chief Executive Officer for both external and internal bodies.
• Keeps database of all important contacts, contract, management profile, legal documents and
other documents related to the Office.
• Keep record of the Distribution of Authority, approved financial budget and other important
document for reference.
• Arrange and coordinate Board and Senior Management meetings when required.
• Manage PR related to CEO Office (Consultancy)
• Arrange and facilitate visits of (VVIP) Government Ministers, Ambassadors, VIPs, and foreign
delegations.
• Coordinate with the Government Communication Office for international and local media/press request
to conduct an interview with the CEO, filming of Baladna Farm and Factory.
• Prepare CEO expense report as per approved policies and procedures, travel & hotel bookings.
• Maintain hard copy and electronic filing system for the CEO office.
• Office management tasks on behalf of all Staff.
• Uphold a strict level of confidentiality.
• Handle resolution of conflicts, whenever applicable.
• Follow up to assignments given to management staff by the CEO and provide status reports.
• Channel, and facilitate communication from senior management.
Main Achievements:
• Made an in-depth assessment of all visitors (VVIP’s, Media, Business related, Educational related etc.),
which turned into the set-up of a new Policy & Roadmap for all types of visitors with corresponding
programs, to have a firm script with clear responsibilities.
• Supported the CEO, with the preparation of the 3-year Business Plan presentation.
• Office Management: was active team member to prepare relocation program from old premises to new
Office.
• Structured and rigorous administrative handling of all kinds of Documents / Invoices, as preparation for final sign-off from the CEO.
Main Achievements:
• Made an in-depth assessment of all visitors (VVIP’s, Media, Business related, Educational related etc.), which turned into the set-up of a new Policy & Roadmap for all types of visitors with corresponding programs, to have a firm script with clear responsibilities.
• Supported the CEO, with the preparation of the 3-year Business Plan presentation.
• Office Management: was active team member to prepare relocation program from old premises to new Office.
• Structured and rigorous administrative handling of all kinds of Documents / Invoices, as preparation for final sign-off from the CEO.
• Delivery of executive secretarial and administrative duties to support the daily operations. of the Finance Director’s office.
• Manage the Director’s calendar ensuring appointment conflicts are avoided and commitments are met.
• Arrange ticket and hotel reservations and per diem allowance. Prepare expense report as per company policy.
• Draft, edit and proof-read internal memos and business correspondence.
• Attend meeting with the Finance Director when required, take minutes, and ensure circulation to all stakeholders.
• Check all outgoing legal and bank related documents that require signatures of Directors, CFO, COO and Chairman; and ensure all of these are signed off and send accordingly to avoid delays and possible demurrage charges that could affect the operations of the company.
• Extend support to the entire finance team
• Follow up and review document/report requested by the Director.
• Maintain an organized filing system of paper and electronic documents.
• Coordinate with other departments to ensure compliance with established policies.
• Process motor insurance policy for retail and corporate customer.
• Create PR and PO in SAP.
Responsible for conducting clerical and administrative functions such as organizing electronic files,
generating correspondence, scheduling appointments and answering telephones.
• Organized and complete several organizational tasks such as keeping appointment, managing projects,
coordinating meetings and conference, arranging travel reservations and accommodation, and distributing
incoming mail and other document.
• Performed clerical duties such as typing notes, reports and routine correspondence, collecting and
disbursing and operating office equipment like copier, fax machines and phone system.
• Receive and distribute incoming mail and review, evaluate and prioritized mails.
• Respond to letters and general correspondence of a routine nature
• Coordinate, schedule and manage travel arrangements for the mayor and maintain appointment schedules and calendars
Provide secretarial and administrative duties to support the daily operation of theDirector.
• Day to Day management of the Director’s diary and meeting schedule
• Verified, confirmed, and implemented new information into client files on a regular basis.
• Compose and edit business correspondence.
• Provide administrative/secretarial support such as answering telephones, assistingvisitors, and
resolving a range of administrative problems or inquiries.
• Schedule and coordinate meetings, interviews, appointments, events and other similaractivities.
• Provide assistance to fashion stylist and models during photo shoot.
• Deliver world class service and build customer satisfaction and loyalty.
• Provide effective and timely resolution of a range of customer inquiries.
• Strive for one- call resolution of customer issues.
• Complete ongoing training to stay abreast of product, service and policy changes.
• Demonstrate best judgment in the disbursement of adjustments and credit.
• Increase the customer service by providing information on new products, rate plans, and services through up selling opportunities.
• Provide adequate XML training course to copy editors, typesetters, document analyst and proofreaders.
• Complete ongoing XML training to stay abreast of any update for every journal or book.
• Provide assistance in XML validation process
• Mentor and train junior and new staff.
• Arrange and chair weekly team meetings, focusing on targets and achieve.
• Praise team members and creates a positive working environment.
• Monitor and report on standards and performance targets.
• Provide prompt and accurate information on individual performance.
Bachelor of Laws
Bachelor of Art in Mass Communication major in Journalism