Executive Assistant To Director
ADNEC
Total years of experience :17 years, 6 Months
• Providing executive assistance to the Director
• Over all in-charge for the day-to-day operations of the Director's offices
• Review and approval of all purchase/payment requisitions under Director's approval
• Fact-finding and resolution of purchase/payment discrepancies
• Responsible for preparing quarterly management reports
• Review of documents under Director's approval, initiating corrections and processing signatures
• Ensuring all documents seeking Director's approval are as per proper Delegations of Authority
• Following-up with managers on the tasks assigned by Director
• Review and approval of all staff requests under Director’s approval
• Coordination with different head of departments on variety of day to day activities
• Assisting with research, appointment and coordination with external consultants
• Assisting with ad-hoc projects and initiatives, as and when needed
• Research for international ‘best practices’ in different areas of communication.
• Review and possible enhancement of previously developed communications.
• Creation of draft communications for different business requirements.
• Development of drafts for guides and handbooks.
• Tracking of distributed communications.
• Finalized office selection, worked with architect on interior design, and oversaw equipment / furniture/telecommunications setup without interruption in operations.
• Acquired all business, legal, tax and other licenses and approvals mandatory for the business.
• Coordinated work flow among IT, designers, CAs and Marketplace consultants and support staff. Prioritized and delegated tasks, provided motivation and direction to create a positive work environment and ensured accurate, on-time completion.
• Created administrative, filing and data management systems and procedures.
• Negotiated contracts and cultivated vendor relations and coordinated vendors and internal operations to ensure accurate and on-time delivery of targets.
• Developed business strategies and plans ensuring their alignment with short/long-term objectives.
• Conducted market research for customer’s needs and trends. Developed products accordingly.
• Conceptualized product designs and prepared presentations.
• Worked on competitive pricing, negotiation and cash flow management successfully.
• Developed risk management controls and contingency plans.
• Created websites/web pages and learned to promote products on social media.
• Created unique graphic design for flyers, newsletters and pamphlets.
• Remained fully informed on market trends and implement best practices.
• Compiled email list for creation and distribution of monthly Newsletters.
• Planned, developed and implemented several sales and marketing strategies.
• Implemented SEO techniques for website.
GCOO (Group Chief Operating Officer):
• Assisted and coordinated with reporting managers to formulate Strategy Maps.
• Reviewed and improvised proposals/presentations under GCOO's approval.
• Overall assistance with IPOs and Sukuk subscriptions.
• Balanced Scorecard initiation, implementation and closure for Year 2010 and 2011.
• Tracked and supervised tasks assigned to reporting managers.
• Calendar management, business correspondence, liaison within and outside the organization for and on behalf of the GCOO.
• Collated and tracked status of actionable items under Audit reports.
• Assessed and improvised accuracy of big number payouts between business units.
• Organized domestic/international business trips.
Secretary to the Board:
• Assisted with drafting letters and notices to Central Bank and other ministries before and after Board meetings. Kept track and records of all correspondence.
• Overall coordination with the Chairman’s office to organize Board meetings.
• Coordination with different departments for organizing AGM and EGMs. and Implementation/tracking of actionable items under GCOO/Secretary to the Board.
• Filing of Board, AGM, EGM folders, Minutes and Resolutions for future references.
• Collate and summarize information regarding Board Members, as and when required.
Managing Director (Investment):
• Acted as the first Point-of-Contact for overall affairs of the MD’s offices.
• Coordinated and supervised tasks assigned to the Investment Managers. Data collection and reporting to the MD for the review.
• Tracked and assisted MD to attend the AGMs of different companies as Shareholder.
• Regular coordination with Chairman’s offices for variety of ad-hoc/pre-agreed tasks.
• Timely correspondence with ministries before and after Board meetings & other events.
• Assisted in drafting and implementing Strategy Map for the unit and coordinate with Project Management team with the status updates.
• Participated in departmental Audits and tracked completion of actionable items.
• Carried out HR related matters for the staff under MD’s directives.
Executive Assistant to CEO/Heads
Assisting C-Level executives in all managerial, supervisory and administrative roles.
Collate and summarize information and reports from different sources.
Follow-up/Supervise reporting managers on different projects and tasks.
Calendar management. Travel and foreign business trips management.
Business correspondence for and on behalf of CEO/MD.
Creation of presentations and other data sheets.
Creating & managing filing system for the CEO offices in a professional manner.
Update personal files; maintain expense/reimbursement & track contracts.
Handling confidential information and documents.
Prioritizing tasks for the CEO and self.
Handling, coordinating and interact with VIP’s, ministerial and other associates.
Representing CEO’s offices in an extremely professional manner at all times.
Administration/Office Management
Adroit at setting-up, improvising & managing administrative systems and procedures.
Handling office routines, dealing with visitors and acting as first-point-of-contact.
Managing all aspects of vendors, contracts and office infrastructure.
Acquired expertise in creation of filing systems.
Building and managing corporate relationship with govt./non-governmental bodies.
Hiring, training and supervising junior administration staff.
Taking on special projects as requested by the CEO with full dedication.
Ensuring compliance with company policies while conducting day-to-day operations.
Generating diff. status reports and forging a strong inter departmental relationship.
Managing business travel; tracking travel budget, expenses and reimbursements.
Tracking and managing HR related matters of the staff on behalf of the CEO.
Assisting with formulating departmental policies and procedures.
Business Development Coordination
Reviewing and assisting with drafting and formalizing business proposals and presentations.
Searching, short listing and liaison with international law firms, tax/audit consultants/recruiters.
Reviewing and assisting with drafting Due Diligences (Country, Legal & Regulatory).
Extending support with conducting in-depth Sector Feasibility studies.
Researching potential international business partners based on the defined criteria.
Generating MIS reports (financial forecasts, budgets and sales targets etc.).
Collating investment information. Studying research papers from Zawya, Bloomberg.
Acting as a key point-of-contact for the new business partners and other agencies.
Safekeeping of all contracts, agreements and other critical documents.
Creating/tracking/consolidating departmental ‘establishment’ expenses.
Collection, review and compilation of multiple data for reports and presentations.
ADDITIONAL EXPOSURE
Sales/Customer Service
Customer needs analysis, data sampling.
Telemarketing, cross selling. Converting leads into business.
Designing sales strategies, Ads and marketing flyers.
Queries/complaints resolution.
Invoice creation/follow-ups.
Customer data mgmt.
Training Coordination
Planning, scheduling and participating in training activities.
Supporting trainers.
Compiling and storing training materials.
Procurement/maintenance of training equipment.
Quality Coordination
Developing quality procedures, schedule inspections and prepare for Internal Audits.
Asses existing quality systems and create quality forms & reports.
Provide basic ‘Quality Orientation’ training
Investment related Financial Analysis course.
Computer language programming and analysis of IT automation and relevant solutions.
Commerce with major in Economics
