Executive Assistant to Board of Directors
Al Sayegh Brothers
Total years of experience :23 years, 9 Months
Provide executive support to CEO in all facets with the goal of alleviating routine and daily office tasks thereby enabling the CEO to concentrate on the overarching responsibilities of executive management of the company.
• The position is responsible for the overall coordination, management and scheduling of the Executive Office including: calendar scheduling, agendas, email correspondence, incoming and outgoing written correspondence, meeting preparation and research.
• Supporting the CEO in managing the business operations, which incorporate a broad range of complex responsibilities involving confidential information
• Keeping abreast of all priorities regarding the Executive Office and executing with efficiency and accuracy
• Working intensively with Board of Directors
• Coordinating and managing all travel arrangements and visas for executive office.
• Managing the CEO’s personal portfolio of properties, bank accounts, payment of bills etc.
• Coordinating projects and events including planning, budgeting, delegating duties, and meeting demanding deadlines.
• Liaison between all departments to ensure proper communications and reporting practices.
• Scheduling meetings, taking meeting minutes/notes at formal meetings, preparing complex agendas and itineraries.
• Maintaining an efficient and logical document management system.
• Management representative for attainment of ISO 9001, 14001, 18001, currently in progress.
• Provide high-level administrative support by conducting research and preparing reports.
• Preparing presentations and compiling reports for executive management.
• Supporting the Chief Executive in managing the business operations, which incorporate a broad range of complex responsibilities involving confidential information
• CE’s Diary management and travel arrangements.
• To manage the Chief Executive’s workload, act as gatekeeper and follow-up meetings, external contracts, ideas for new business, etc.
• Arranging all Board Meetings for CE and Board of Directors.
• Acting as point of contact between CE and Franchise owners
• To monitor tasks delegated by the CE to customers on new business opportunities to ensure that completed work is achieved to agreed deadlines.
• Keeping abreast of all priorities and executing with efficiency and accuracy.
• Preparing presentations and compiling reports/ research material for executive management.
• Budget & balance revenues/expenditures for his private business operations
• Liaison between all departments to ensure proper communications and reporting practices.
• To create and manage the CE’s filing system in relation to new business opportunities and external contracts.
Job Profile:
Observe and assist in planning a more efficient interaction, routine and follow through procedures all with an aim to organize the operation and managerial duties, tasks and projects under the purview of the Directors.
Responsibilities:
• Maintain Directors’ calendar
• Setup Directors’ travel arrangement
• Prepare correspondence, reports and materials for publication and presentation
• Setup accommodation and entertainment arrangement for company visitors
• Setup and coordinate meeting and conferences
• Create, transcribe and distribute meeting agendas and minutes
• Research specific information via Internet.
• Coordinate project based work
• Supervise support staff
• Prepare and maintain Directors’ expense report
Provide executive assistance to VP Group Financial Controller & other senior executives of the department. Focal point of contact for Asia, Middle East & Africa region to coordinate entire financial activities.
Responsibilities:
• Executives’ Diary management
• Business travel arrangements - Flights, Limos, Visas, Hotels, Meetings
• Coordination with senior management/executives of various entities worldwide
• Event planning - from inception of idea to its execution
• Coordination for release of financial reports to ensure timely adherence to reporting schedules
• Arranging and co-ordinating conferences and monthly department meetings both internally and externally.
• Managing correspondence, assessing priorities and responding on behalf of the VP where appropriate.
• Producing high standard presentations often within very tight time-scales.
• Maintaining and updating regional information including organization charts and contact information.
• Upholding standards of discretion and maintaining confidentiality in all matters.
• Co-ordinating administration and approval of business expenses, company AMEX cards and other associated information.
• Maintaining a highly efficient filing system for the VP office.
• Executives’ office requisition for material and services
Accomplishments:
• Earnings Release
Coordinated meetings & press conferences
External communication & coordination with PR companies in UK and UAE
Annual Report Presentation coordination
Prepared complete presentation & coordinated venue for Town hall meeting 2008
• Organized “The Big Picture” event - a full day indoor event to instill team building skills
• Organized various Board Meetings including the Prince and Board Members of other entities
Provide administrative & secretarial support to Director - Finance & middle management of the department.
• Extensive Diary management
• Travel arrangements for all the senior / middle management members of the Finance team
• Coordinating with senior management within the group for day-to-day operations.
• Coordinating with the Financial Controllers of subsidiaries worldwide for organizing meetings & various tasks related to Finance function
• Arrange appointments, schedule meetings, preparing minutes of meeting
• Scheduling & necessary arrangement of Conference calls with Auditors & External parties
• Self-correspondence both inter-office and clients/underwriters/banks etc
• Follow-up with the department members for given assignments as directed by Director - Finance
• Document management for confidential documents, agreements and contracts
Travel arrangements at corporate level
Scheduling meetings, prepare Minutes of meeting
Document management
Handling Petty Cash
Sales order processing
Place advertisements for real estate / job vacancies, Company Notices in local and overseas newspapers
Co-ordinate with divisional heads for Quotation approvals, Material Proof reading.
Prepare real estate information details and dispatch the same to customers, Prepare Tenancy Contracts
