Executive Assistant to Senior Marketing Director
Oracle - United Arab Emirates
Total years of experience :19 years, 2 Months
• Providing administrative and international travel support for the designated Senior Director and team.
• Managing the diary for both the designated and support others within their teams
• Managing all correspondence i.e. telephone, email and the post
• Acting as the main point of contact for any personnel administration issues in the department
• Submitting Expenses
• Ensuring work is completed within the administrative team as required
• Producing reports as requested and distributing them to relevant parties
• Planning, coordinating and attending meetings/events/training/departmental activities as required
• Communicating minutes from meetings to all relevant people if requested
• Communicating results of actions from meetings to all relevant parties within the agreed timescales if requested
• Ensuring the provision and maintenance of all Office equipment in the department
• Ensuring there is holiday/sickness cover for own role and other administrative staff in the department
• Initiating and managing the recruitment process for administration staff
Envisioned and implemented strategies for managing day-to-day business operations, including implementing and monitoring support services, facilitating communications, and managing and administering databases.
Oversaw the responsibility for managing a diversified range of administrative tasks and responsibilities, including providing coordination and direction to all business operations, organising and preparing general correspondence, and providing prompt service to business for organising social events. Orchestrated and implemented comprehensive administrative strategies to ensure the smooth workflow of operations. Managed and administered databases, as well as developed and maintained files, folders, e-files, and records in alignment with standard operating procedures with accuracy and diligence.
Selected Contributions:
• Spearheaded the provision of strong back-end support to Senior Sales Director through successful planning and implementation of robust administrative support programs.
• Efficiently executed all PRO responsibilities within the organisation by utilising extensive knowledge of the immigration rules and regulations.
• Played an instrumental role in facilitating the marketing team in the region, and carrying on all tasks related to conferences and events happening within the Middle East.
• Efficiently collaborated with the information office and procurement on the maintenance of all office equipment, and for finalising the procurement requests and approvals in a timely manner.
Key Responsibilities:
• Providing coordination and direction to all business operations across various locations to ensure seamless execution in terms of strategic organizational goals, deadlines and budgets.
• Providing strong back-end support to Managing Director by maintaining diary of appointments/ work schedules, responding to telephone calls/ messages/e-mails promptly while overseeing various other office issues and projects.
• Facilitating logistical support and coordination for highly important meetings and conferences (local/ international) such as Board meetings, Executive Leadership Team and corporate social events with precision and attention to detail.
• Creating and updating meeting agendas to streamline discussions and compiling and preparing the minutes of such meetings to ensure signing off by participating members.
• Key person for managing travel/ accommodation arrangements, visa applications and requesting itineraries for local/ overseas travels while maintaining extreme confidentiality.
• Creating an efficient document management system by establishing tight process for recording, tracking, reporting, distribution and archiving of critical business/ project documents.
• Conducting researches to aid management in decision making, preparing impactful presentations and marketing materials in support of achieving marketing objectives.
• Serving across various facets of administrative management such as processing expenses, channelizing correspondences, IT request in addition to providing ad-hoc support to management under various circumstances.
Key Responsibilities:
• Proficiently administered a variety of day-to-day business operations like implement and monitor support services, facilitate communications, securing approvals, arranging meetings, facilitated travels, etc.
• Organized and prepared general correspondences, memorandums, reports, schedules, purchase orders and other materials from rough draft, copy, marginal notes or verbal instructions as directed by senior management.
• Ensured prompt response for all incoming telephone calls/ messages/e-mails; assured confidentiality of all such correspondences and communicated professionally and cordially with key clients/ guests.
• Organized meetings, conferences, visa, travel and accommodation arrangements.
• Regularly updated and maintained a dairy of events/ appointments/ work schedules for senior management.
• Provided prompt service to business for organizing social events; coordinated and implemented office procedures, liaised between departments in addition to periodic reporting to management regarding various offices issues.
• Managed and administered databases, developed and maintained files/ folders, e-files and records in line with standard operating procedures with accuracy and diligence.
Highlights:
• Planned organized and executed a variety of marketing events, advertisement (print/ television/ radio) and social media promotions for all 5 Channels - Radio 4, Gold FM, Coast, Channel 4 and Al Rabia.
Key Responsibilities:
Marketing:
• Spearheaded marketing/ brand management activities across mediums like print, digital, social, television, films, etc.; delivered creative ideas to art designers, copywriters, media buyers and printers to maximize brand promotion.
• Organized logistical support and devised innovate concepts for radio adverts, newspaper and magazine advertisements, direct mail packs, email campaigns, websites, exhibition stands, road shows to expand reach and audience awareness.
• Developed and customized marketing designs, literature and campaigns to ensure the organization’s interests/ message are effectively delivered to the target market.
• Negotiated mutually beneficial deals (barter) with clients/ media agencies; devised terms/ strategies that are in the best interest of the organization.
Event Management:
• Conferred extensively with clients to better understand requirements/ expectations; Cultivated professional relationships with sponsors as well as vendors, suppliers, contractors in lieu of event success.
• Meticulously planned, organized, facilitated tactical resources/ technologies and took charge of events from conception to clean up while strict conformance to assigned budgets and stiff deadlines.
• Provided fresh and innovative ideas for various elements during different stages of event life-cycle. Served as a primary liaison for different intermediaries; developed back-up plans and eliminated bottlenecks for successful execution.
• In-charge of smooth running of onsite/ offsite events and ensured all necessities are fulfilled (timelines, venues, suppliers, legal obligations, staffing and budgets) in an effective and efficient manner.
• Responsibility for allocated events to ensure they meet the Corporate Brand or project benchmark of excellence and to ensure that high professional standards are maintained through all aspects of the organization.
• Work along with PR agency to make sure PR campaigns are in line.
• Work with the events manager to identify research and assess suitability of exhibitions and conferences to create market awareness penetrate tapped and untapped markets and create leads for business development opportunities and activities.
• Initiate development and implementation of design creative concepts for all other items such as exhibition stands stage sets, banners, videos, signage, menus invitations, promotional gifts etc.
• Management of all pre on-day and post event administration.
• Responsibility for on-site operational running of allocated event
• Developing a publicity campaign and handling PR activities for all events
• Booking venues, entertainment and hiring equipment
• Plan, Organize and Conceptualize Exhibitions and Events.
• Business Development and Client Servicing
• Producing detailed proposals for events (e.g. timelines, venues, suppliers, legal obligations, staffing and budgets);
• Ensuring insurance, legal, health and safety obligations are adhered to;
• Coordinating venue management, caterers, stand designers, contractors and equipment hire;
• Organizing facilities for car parking, security, first aid, hospitality and the media;
• Overseeing the dismantling and removal of the event and clearing the venue efficiently;
Projects handled: (few examples)
• Road shows for Cellucom, JVC, Acer
• Organizing all the 7 Draws for Postcard Millionaire Campaign 2004 of Emirates Post.
• Brand awareness event for Fuji film.
• World Bank Conference in coordination with The Crown Prince of RAK.
• Launch Of Postcard Millionaire Campaign 2005
• The Emirates Evening Post (Newspaper) Launch
• Handled the Retail ME Awards 2005