Executive Assitant
Aspire zone foundation
مجموع سنوات الخبرة :12 years, 10 أشهر
Finance /GD/ Corporate Services/ HSE
1) HSE Department (Health and Safety Inspection Officer)
•Conduct daily and routine inspections of all premises in Aspire Zone, such as evacuation routes should appropriately maintained and assembly points are in place, and ensuring that all health and safety procedures are set in place and followed by contractors.
•Generates reports on quantitative vs qualitative basis, follow up on reports to ensure violations, breaches, non-conformance's and any other safety issues are rectified in a timely manner.
•Liaise with event organizers to ensure all work related documents are complete and the client acknowledges all health and safety procedures and adhere to them, intervene if and when ever necessary to neutralize and stabilize the situation from unsafe to safe also suggest alternative ways to resume work and keep on monitoring to ensure compliance with health and safety codes and practice.
•Coordinate with other departments and relay all updated information to ensure everyone is on a need to know basis regarding health and safety codes and practice.
•Asset in delivery of staff and contractors health and safety inductions programs.
2) Corporate Services Directorate/GD Executive Sec.
•Perform a wide variety of responsible and confidential administrative and secretarial duties related to the effective administrative support to Corporate Services Directorate.
•Prepare a variety of materials from written or oral instructions or transcription including correspondence, reports, charts, spreadsheets, presentations.
•Liaison between Corporate Development Department and other Departments through accurate business Strategies reports and schedule internal audits.
•Establish and maintain complex and confidential files.
•Copy, collate and distribute information.
•Provide administrative and research support to projects undertaken within General directorate and Corporate Services Directorate.
•Provide clients & staff services such as answering phones and receiving visitors.
•Schedule appointments, Maintain calendars and arrange meetings.
•Assume any other responsibilities as directed by the General Director and providing direct support to him whenever needed.
•Coordinate between the General Director Office and Departments Managers in regards of the regular correspondents and signatory.
3) Finance Department
•Handle all Finance related documents and Invoices to Document Control Department and Follow up with them the process of delivering these documents.
•Responsible of staff loans Settlement Coordinating with Payroll and HR people.
•Receiving the documents from document control and assign them to in- charge person.
•Responds the staff routine queries regarding entitlements, loans and allowances.
•Schedule All Finance Department Meetings.
•Create the revenues Monthly Reports Addressed to MOF.
•Receipt the weekly Cash Sales of venues and bicycles hire to deposit to our bank account.
•Prepare the Cash / Cheque Receipt Vouchers for venue hire collection or settling invoices.
•Doing the normal Administration and secretarial daily tasks as filing printing and typing reports.
•Preparing Memos, Arabic and English Letters in addition of Internal and External Correspondences.
(Aspire Academy) 2012
Sports Science Department Admin Assistant
Provide sports science support for Coaches, Athletes and head of sections
Contribute in the students-athletes bronze phase, silver phase and gold phase Talent Identifications (TID) programme field-based testing.
Provides experts assistance to TID team through taking the anthropocentric measurements and the mass screening process of student-athletes to evaluate their body shape and physical ability.
Generate the Director of Sports Science reports, emails and important notices to all team.
Prepare meetings agendas and minutes of meetings.
Carries out the normal Secretary tasks to the director such as schedule the meetings, translate and type Arabic and English reports and letters.
Checks that all data pertaining to employees entered into SAP is correct and in accordance with the actual supporting documents.
Responsible for the set up and maintenance of employees’ files/records (electronic and paper), checks that all related administration documents/paperwork are completed and properly filed.
Responds to staff on routine queries regarding entitlements, policies and procedures.
Assists in staff induction procedures for new employees on administration related matters.
Carries out HR administrative duties; process, draft, edit and finalize for signature/approval correspondence and other communication.
Carries out the administration of HR programs like the Shukran and the Five-year award programs.
Helps with the execution of year-end programs as the leave remaining balance.
Gathers and analyses data to produce reports for internal and external customers.
Generate reports in specific formats.
Customer service provider for HR workflow.
Provide all employees on HR related issues and ensures consistency in the application of company’s policies and procedures.
Handling recruitment, have the access to the recruitment site.
Arranging & Attending interviews with the new candidates.
Dealing with Hotels and make corporate rates with them, renew the contracts; make all Bookings and the reservations for any guests or any of the staff.
Make the Reference check for the new staff.
Coordinate with the Training Organizers to send the staff for trainings.
Organize all the procedures and all processes for the staff in case attending any forums ( conferences, special events )
Do the necessary arrangements for the business trips, trainings, Hotel & Travel Bookings.
Prepare and review the claim forms for the various stuff.
Follow up with the various Insurance Companies (Life - Medical) our contracts conditions with them.
Check the budget for the staff whom planning to go for any business trips.
Supervising attendance excel sheet, absent reports, leave applications, resumption duty forms.
Assisting in developing the management by creating a new policy's and Procedures system in the organization.
Preparing monthly statement of the company
Coordinating with the General Manager of the available CV's Submission & Personally coordinating with the General Manager in hiring new staff
Directly supporting employee's requirements
Responding to the complaints & quarries of staff in the head office and the other branches regarding to their problems.
Arranging with the newspapers and the magazines concerning the corporation advertisements and media
Prepare the target Achievement & activity plans on a monthly, quarterly & annual basis
Creating Internal Memorandum whenever necessary
Constantly coordinating with Recruitment and manpower Companies from other countries & sending corresponding letters via e-mail and Fax
Conducting early appraisals, assisting, General Manager in developing performance management reports.
Leave settlements, warning & promoting letters and exit interviews.
Create and maintain employee's files and database.
Administrating staff services, In charge of media & advertising.
Proper handling of all visa requirements and Applications for staff .
Organizing events and maintaining contracts with service providers.
Liaising with PRO's regarding government formalities.
Taking total responsibility of office Administration.
Providing advice and support to employees on HR related issues.
Handling all traveling documents such as Passports, tickets, visa applications and exit permits.
Maintaining Master Files (correspondences, fax letters, employment contracts, crew timesheet, applicants’ curriculum vitae. etc).
Personally coordinating with the General Manager in hiring new staff.
Liaison between the Management & the employees in all the various departments.