Office Manager and PA to the CEO & Founder
AdvaComm Associates
Total years of experience :25 years, 9 Months
Provides diversified administrative assistance to the CEO
Supervise and handles all administrative responsibilities (i.e. business set-up, tenancy contract, trade license, company policies, etc.)
Office management (i.e. stationery, printing/binding, office equipment & furniture, consumable requirements, etc.)
Liaise and supports with all country offices
Filing and administration of confidential files and company records
Overseeing all legal matters with the CEO
Handles company IT matters: website, CMS management, SharePoint, server and all IT concerns and requirements
Supports Finance Dept. (i.e. bank dealing/portals, documentation, audit, review of general reports with CEO, etc.)
Coordination with PRO (i.e. visa processing, all company documentation/requirements)
In-charge of company events, conference, etc.
Supervise ISO Certification and coordinates with Certification Board
Handles all HR responsibilities with the CEO (i.e. recruitment, visa matters, medical insurance, new employee induction, etc.)
Handles purchasing, identifying suppliers/ service providers
Travel logistics, coordination with travel agent
Miscellaneous tasks as assigned
Assists the Regional Managing Director, Regional Financial & Admin. Manager and Regional HR Manager
Handles all office administrative responsibilities
Filing and administer confidential files and records for the company
Assists top management and/or clients visiting the Dubai office
Oversees the orderliness in the executive office
Travel arrangement and other logistics
Coordination with PRO for all legal documentation of the company and visa formalities
HR Responsibilities
Updates EIS (Employee Information System) in intranet
Preparation of training certificates & database update
Monitors employee attendance & leave records
Medical insurance
Miscellaneous tasks
Handles ALME Marketing and Promo Shop - coordination, requisition and distribution to country segments
Supervise ALround and website information
Liaise with outsourced suppliers
Ad hoc as assigned
Assists and provides administrative support to the General Manager
Maintains confidential company files and records
Ensures all documentations are organized, signed, filed and/or disseminated
Travel arrangements and all logistics
Coordinates and set-up meetings, conference, etc.
Handles general office administrative responsibilities
Manage the Executive Office reception area
Assists HR with labor payroll, employee file records, leave applications, company activities
Supports & assist with various projects managed by the GM, HR Manager, and Finance Manager
Coordination with IT
Coordination with outsourced suppliers
Ad hoc as assigned
Assists the Food and Beverage Manager, Assistant F&B Manager
Ensures all documents for signature are arranged and disseminated
Maintains files and records
Support the Executive Secretary in all administrative matters (coordinate meetings, confirm appointments, travel arrangements)
Oversees outlet reservations and leads guests to their table
Assist in outlet operations as and when needed
Ad hoc as assigned
Assists the President in all his business and personal dealings
➢ Maintains confidential company records / database
➢ Screens calls and visitors for the Executive Office
➢ Arranging of travel itineraries, hotel bookings and appointments
➢ Coordinates with HR on the subject of employee grievances & concerns that is send
directly to the attention of Exec. Office
Supervise reservations for usage of various sports facilities in the club
➢ Handles inquiries regarding the facilities and the membership
➢ Handles show around in the club
➢ Ensures availability of all items in the shop; monitors par stock
➢ Prepares inventory report
➢ Organize promotions and displays for the shop
➢ Telephone exchange
Welcomes guest; assist with check-in and check-out procedures
➢ Assists Front Office Manager
➢ Assists guests in all ways possible with their needs
➢ Checklist and endorsements before hand-over to next shift
➢ Handles telephone exchange and show around