Executive Assistant (Chairmans Office )
DAMAC
Total des années d'expérience :15 years, 5 Mois
Email Management - Read and analyse incoming memos, letters, submissions and reports to determine their significance and plan their distribution.
Travel Co-ordination:
- Managing travel arrangement for SVP and staff as per itinerary.
- Hotel Accommodation & Airport Pick or Car Rental
- Travel settlement
- Visa arrangements
General:
- Taking Minutes
- Daily reminders on tasks or meetings that was supposed to take place
- Follow up on the generation of reports that is requested by department heads
- Preparing the Agenda ahead of meeting
- Responsible for issuance of NOC’s, MEMO’s etc .
Accounting:
- Managing and recording of Payment to be made to contractors, consultants and suppliers both local and international.
- Preparing of Petty Cash and Payment Vouchers
- Credit card payment reconciliations to be processed
- Ensure timely Payment of all Company Credit Cards, DEWA, DU & ETISALAT payments
- Interacting with the Corporate Finance and Project Finance (several accounts within the organization) for fund transfers, payments, statements, and several correspondence
Calendar Management -Schedule appointments for meetings with clients and personal events.
Provide administrative support to all Department heads.(Excel/Word/PowerPoint)
Coordinate departmental reports and documentation for the Board of Committees meetings.
DAMAC has system called E-connect :
- Where we can raise tasks for respective task owners (after the final MOM has been issued)
- Conduct proactive follow ups on the agreed target dates
- Present a report on the status of progress on all the tasks
Devising and maintaining office filing systems, including data management and managing administration duties
Arranging travel, visas and hotel accommodation and, occasionally, travelling with the Director
Take notes /dictation / minutes at meetings or to provide general assistance during presentations;
Screening phone calls, enquiries and requests, and handling them when appropriate;
Managing the calendar for the CEO and sending reminders.
Meeting and greeting visitors at all levels of seniority;
Organising and maintaining diaries and making appointments;
Dealing with incoming email, faxes and post, often corresponding on behalf of the manager;
Organising Team Meetings and preparing the Minutes.
Booking Rooms and Conference Facilities.
Organize and contact Aramex for courier deliveries and pickup
Producing documents, briefing papers, reports and presentations
Ordering stationery, furniture, & grocery.
Manage Contracts and price negotiations with vendors, office lease etc.
Organising and attending meetings and ensuring the manager is well prepared for meetings;
Makes sure the PRO submits the reports on all visa related matters.
HR Duties:
In charge of visa and labor card processing. FREEZONE & MOL
Issuance of Salary Certificates / Prepare NOC's( Bank loans/ travel/ licences etc)
Close liaison with the PRO with regards to Visa matters
Issuance of Medical Cards, Access Cards& Visitor Cards
Responsible for managing Annual leaves, Passport return releases and Labour card resumption
In charge of Opening Salary Accounts.
In charge of Employee Verification with Bank Personnel’s.
In charge of training for employees. SOFT SKILL TRAINING.
Monitoring and Report generation of the time attendance system
Advertise various vacancies on Job Portals & Call candidates for Interviews.
Joining formalities .Prepares all relevant documentation such as employment contract, etc.(TECOM & MOL)
Report any absconders or employees who do not return from vacation to PRO.
Preparing Warning Letters
Administrative duties:
Organizing and Maintaining of office files and records.
Prepare Visa Costing Reports for Finance Verification
In charge of Renewal of Trade licenses, Establishment Cards, Leases of the organization
Inform the MD /HR Head on canceled meetings.
Event Management and Execution -Plans events and volunteer activities
Close liaison with the PRO with regards to obtaining company related documents from Economic Departments, immigrations, embassies, etc.
Travel arrangements made for Managers/Directors- \[Ticket, Visa, Hotel, Car Hires, etc\]
Track of DRIVERS travel log and manage the pickup of company personnel’s
Petty cash management.
Booking Rooms and Conference Facilities
Prepare monthly HSE reports.
Prepare Invitation letter addressing the Embassies for Visa related matters.
Incident Reporting - Report of major breakdown activities or other incidents / accidents
Vendor Management:
Contract Maintenance and Management
Maintain stock levels for office itinerary and placing orders to the various vendors
Issue PO, follow-up, expedite& schedule to bring in materials timely to meet office demands
Send RFQ, do price comparison, etc
Renewal & Negotiation of Vendor contracts.
Human Resource Responsibilities:
Maintaining employee files in the HR filing system and amends the staff attendance for HR related issues.
Co-ordinate the VISA process with Admin section
Updating Employee database on a regular basis
Maintain Time & Attendance record for office staff
Travel bookings for staff.
Hotel Reservations for clients and staffs
Assists the Office manager in the organizing of events within the organization
Vendor Management:
Closely liaison with the vendors and suppliers as part of vendor selection process.
Communicate the exact requirement to the vendors and keep a constant follow up to get the samples and quotation in time.
Arranges meetings and supervises and control the calendar schedule on MS outlook
As a part of market research finds out alternate vendors (Dry, Frozen & Chilled products) in order to improve the pricing and quality of the procured items.
Customer Relations:
Closely communicate and coordinate with Purchasing Managers and Executive Chefs of the Client Hotel properties to understand their requirement and forward the same to the procurement team.
Organize and plan the samples from various selected suppliers to test the same at Client locations.
Responsible for addressing and resolving the Client - Purchasing Team & Executive Chef complaints and grievances.
Maintain the Sampling session feedback and analysis in excel sheets.
Project Responsibilities:
Closely coordinate with procurement analyst team to short list a particular vendor based on the financial impact on the overall project savings.
Handles the task of providing innovative strategies and plans for the development of the organization.
Closely coordinate with the shortlisted suppliers to ensure right quality samples are delivered.
Uphold confidentiality with all information.
I have GPA of 3.7.... Student in the Deans List