Executive Assistant to Chief Information Officer
United Arab Shipping Company
Total years of experience :26 years, 4 Months
• Provide a complete secretarial and administrative service to CIO to facilitate Company processes and allow them to concentrate on mainstream activities.
• Provide a time management/diary service for the CIO to ensure they are able to attend all key meetings at the appointed times with all relevant documents needed for the meeting.
• Prepare reports, memos, letters and other documents, using word processing, spread sheet, database, and/or presentation software.
• Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Provide a complete correspondence service, email, routing correspondence as necessary and drafting replies where appropriate to ensure that all mail is dealt with efficiently for CIO.
• Observe confidentiality procedures and register and track documentation, records and reports to ensure security and control.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Make travel arrangements in a cost and time-effective manner, including booking itineraries/venues to ensure the most effective use of CIO’s time.
• Provide any ad hoc activities requested by CIO.
• Follow all relevant operational procedures and instructions so that work is carried out in a controlled and consistent manner.
• Screen and respond to incoming calls for the CIO and take appropriate action to handle the situation.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text data and graphics
• Send and update IT Management whereabouts every week
• Updates and track all IT Council documents in the SharePoint
• Assist SSC Project - Documentation, Travel, Hotel booking & Visa application for new SSC Staff
• Track all Audit internal observations and reports to CIO
• Monitor and track all per diem / Duty travel for all Information Technology department staff including outside HO
Reports to the General Manager, execute administrative task such as preparation of modules for the training, manuals & PowerPoint presentations. Responsible for the entry of the Performance Management System Objectives, Rating & Reports. Send invitation calendar to all participants, checklist of all the invitations. Advice and instruct office assistant for the layout of the rooms set up and in charge for all the catering for all the training & program.
Reports to the Operations Manager, execute secretarial task such as meeting schedules, travel and managing all files. Approves all permissions, promotions and complains from the tenant tenants/customer. Act as the Lease Administrator for all the storage rentals. Update the system for all invoice, payments and renewal of the Leases
Provide executive administrative support and secretarial task for the VP of Finance & Operations, such as meeting schedule, travel arrangements & managing confidential files & records. Receive, tracks & updates LPO, CAPEX & including invoices. Administrate and update the Lease Renewal, importation/interface of the Leases from the MRI software and JDE software for the Retail, Commercial rent income monthly, yearly and previous years for all the City Center Shopping Malls in UAE/GCC including the Mall of the Emirates Shopping Mall.
Reporting to the General Manger and execute all secretarial task. Responsible for the management of the apartments of the company whether it is for short-term or long term rent. Monitoring all the income/expenses for all the properties handled by the company specially in leasing. In charge of the ordering and up keeping of all requirements as required by the company. Assist all property handover. Updating all tenants or unit owners for any instructions given by the company regarding the property. Attending all filing both in paper form and computer format. Compiling and keeping database of properties and ensuring that sales/leasing negotiators are informed of any changes to database. Training in all aspects of real estate selling, leasing and property management in UAE
Maintain data files, record and documentation of shipment by land and sea. Organized day to day schedule operation and dispatching. Keeps all the inventory report data for filing. Execute the secretarial task to the General Manager with regards to logistic operation
Handle correspondence, keep files and do clerical work. Keep all records, data and confidential documentation of the company. Responsible for all the meeting schedule of SVP, takes minutes and the serves as a backup of all the administration works