MENA Assistant Manager - Executive Assistant Services
Ey - Saudi Arabia
Total des années d'expérience :11 years, 8 Mois
Provide consistent, seamless and high quality, customized solutions and support in assisting leadership to effectively manage the sub-function on a day-to-day basis.
Roles and responsibilities:-
► Work closely with sub-function leader to actively support in achieving sub-function goals, managing stakeholder expectations and executing project plans as needed
► Support implementation of firmwide and function specific policies and procedures
► Create an inspiring team environment with an open communication culture
► Independently respond to urgent administrative queries facilitating the delivery of effective solutions
► Build an understanding of key issues and effectively identify and communicate priorities
► Assist in executing leadership plans, ensuring work is completed within allocated budgets
► Prepare and provide management reports to leadership on a periodic basis
► Identify and suggest areas for change management to improve work efficiency and effectiveness
► Monitor processes and patterns, identifying issues and concerns supporting cost efficiencies
Carrying out Executive Secretary tasks for top-level management in addition to managing and supervising 25 secretaries throughout KSA - Jeddah, Riyadh and Al Khobar.
Providing exceptional and extensive executive level administrative support to Senior Partners and wider firm. This role holds strong knowledge and understanding of the firm’s processes, tools and specialized needs. Delivering services in a proactive, collaborative, and cost-effective manner, reflecting an active knowledge-sharing culture. Key responsibilities as per the ff.:
• Diary and meeting management
• E-mail management
• Telephone/Call management
• Timesheets and expenses
• Travel management
• Relationship management and client service support
• Communication management
• Events management
• General administrative and project support
• Leadership and people development
•Arranging and attending meetings w/ co. managers and external parties such us customer reps., government authorities and HQ visitors.
• Taking and distributing meeting minutes.
• Follow up of timely compliance of assignments by managers and other key players.
• Advise, support, assist, coordinate and collaborate on highly complex projects.
• Manage CEO’s and COO’s appointments and schedules as applicable.
• Maintain the executive’s special/strategic projects.
• May have the access to the executive’s email accounts to schedule their appointments and answer or redirect routine inquiries from internal or external resources.
• Handle confidential info. and maintain the security of the executive’s records and files.
• Perform other admin. tasks using independent judgement and discretion.
• Screening and responding to incoming correspondence, inquiries and phone calls.
• Drafting letters and official info. releases and translation of documents from English to Arabic and vice versa.
2016
• Devising and maintaining office systems, including data management and filing.
• Arranging travel and accommodation and, occasionally, going to other branches within Jeddah
to cover in case there is shortage of staff.
• Screening phone calls, enquiries and requests, and handling them when appropriate.
• Meeting and greeting visitors at all levels of seniority.
• Organizing and maintaining diaries and making appointments.
• Dealing with incoming email, faxes and post, often corresponding on behalf of the manager
• Carrying out background research and presenting findings.
Coordinating with contracted travel agencies for employees going on business & vacation trips & issuing tickets for them as well as with contracted hotels for reservation for employees & company guests.
• Booking for company events. Lastly, coordinating with contracted car rental company’s necessary for company related needs of transportation.
• Preparing monthly SOA for issued invoices for each booking reservation and had three months training of new employees’ addition to the medical insurance.
• Translating Arabic - English documents and vice versa.
Answered multiple phone lines, transferred calls to corresponding departments.
• Customer Service
Handled customers effectively by identifying needs, quickly gaining trust, approaching complex
situations and resolving problems to maximize efficiency.
• Administration
Performed administration tasks such as filing, developing spreadsheets, faxing reports,
photocopying collateral and scanning documents for inter-departmental use.
• Reporting
Maintained status reports to provide management with updated information for client projects.