Executive Assistant
Pwc - United Arab Emirates
Total des années d'expérience :12 years, 0 Mois
Maternity Cover - Temporary Contract
• Extensive calendar management of President & VPs
• Responsible for Agent Assignment Process & Portal
• Remotely Assisting Legal Head
• Letter translation and correspondence drafting
• Event planning & organization
• Handling Ad-Hoc HR assignments
• Closely assisting the leadership team
• Supporting a team circa 30 employees with various tasks (typing, editing, formatting, follow-ups, meeting arrangements, travel arrangements, printing, etc.)
• Manage the day-to-day running of the President’s office
• President & Leadership team travel arrangements
• Extensive calendar management of 3 directors
• Managing the Programme Director’s Email account
• Meeting room management circa 100 employees
• Letter translation and correspondence drafting
• Client liaising - EXPO 2020 Dubai leadership team
• Main contact for the JV’s mother companies”Ch2m & Mace” regarding matters such as internal mail distribution, residence visa appointments, etc.
• Coordinating and following up with internal departments on memos and documentations, acquiring signatures and action trackers, etc.
• Employee surveys
• High volume of meeting arrangement and preparations
• Developed and implemented emergency roll call tree and serve as an activator in case of emergencies
• Employee database update
• Event planning & organization (Farewells, Iftars, Employee Gatherings, Business Lunches, etc.)
• Handling petty cash expenses
• Responsible for extracting and distributing all news concerning EXPO 2020 Dubai - “EXPO in the news” and Programme wide announcements
• Efficiently managing the driver’s schedule on daily basis
• Handling Ad-Hoc HR assignments
• Closely assisting the leadership team consisting of 7 members
• Supporting a team circa 100 employees with various tasks (typing, editing, formatting, follow-ups, meeting arrangements, travel arrangements, printing, etc.)
• Managing office supply & equipment maintenance needs with client’s admin & facilities team
• Collated needed data to prepare presentations accordingly
• Coordinated all aspects of the Programme’s monthly All Hands meeting
• Complex Email & Diary Management
• Signing a high volume of ‘end of service settlements, salary certificate, undertaking letters, NOCs, termination letters, job offers, NDAs and opening file for driving licenses’ electronically on behalf of the Group Chief Executive Officer
• Liaising and following with Law Firms regarding the standing legal cases, compiling related documents, verdicts and extensions, etc.
• Handled all travel arrangements and frequently changed itineraries
• Translating and drafting minor legal documents and correspondence
• Responsible for incoming and outgoing mail as well as drafting responses, requests and queries to external stakeholders
• Communicating with the offices of key contacts in Governmental Authorities and Establishments
• Updating and maintaining an extensive contact list and network
• Manage the day-to-day running of the Group Chief Executive Officer’s office
• Managing the Director’s busy schedule
• Supporting the HR to follow up on delivering the official forms requested, training needs and requests, recognition system, distribute contract renewals, coordinate for interviews with newly hired employees, development plans
• Attending to all departmental requests and queries concerning the Team
• Managing weekly team meeting, administering the MOM and following up on tasks and achievements with an appropriate project plan
• Maintain & archive the Quarter, Mid-Year and Annual signed hard copy of the team’s appraisals
• Consolidating the Team’s vacation plan
• Increasing Team engagement by organizing team retreats and outings
• Supporting the Team with various tasks (typing, editing, formatting, acquiring signatures, meeting arrangements, printing, etc.)
• Complex Email & Diary Management
• Acted as a gate keeper to receive high profile guests such as Deputy Ministers, Ambassadors, Chairmen of Governmental Authorities and Company CEOs
• Coordinating and following up with internal departments on memos and documentations, acquiring signatures and action trackers, etc.
• Liaising and following with Law Firm regarding the ongoing negotiations with investors
• Responsible for incoming and outgoing mail as well as drafting responses, requests and queries to external stakeholders
• Communicating with the offices of key contacts in Ministries, Governmental Authorities, Embassies, Consulates and Establishments
• Updating and maintaining an extensive contact list and network
• Manage the day-to-day running of the Chairman’s office