Executive Assistant to Senior Managing Director
Al Futtaim
مجموع سنوات الخبرة :20 years, 8 أشهر
•Managing extensive travel and hotel arrangements of the MD with his expenses submission
•Creating Organization Charts on VISIO and updating every month
•Creating POs (Purchase Orders) on SAP system and following release and payments
•Liaising with Corporate Strategic Marketing team
•Liaising with external parties on behalf of our department
•Liaising with Finance team
•Correspondence with Principals worldwide
All Activities related to a PA job
Key Responsibilities:
•Diary & email management, scheduling appointments, keeping track of meetings
•Assisting a team of two Legal Counsels in legal documentation
•Setting up an effective filing system
•Travel/Hotel arrangements
•All Admin related work
Key Responsibilities:
•Diary & email management, scheduling appointments, keeping track of meetings
•Ensure busy diary commitments, papers and travel arrangements are managed effectively
•Keep and maintain an accurate record of papers and electronic correspondence on behalf of the management
•Supporting Regional Head, Network Clients, MENA and providing assistance to Saudi team (handling a team of nine persons)
•Travel/Hotel arrangements
•Preparing reports & MIS for MENAP region
•Handling expense claim sheets, Approving system requests via PeopleSoft9SCB internal system)
•Purchasing stationery/ IT on behalf of all the team
•Approving E-Procurement and RMS on behalf of the Line Manager(internal approval system for SCB)
•Provide administrative support in terms of liaising with HR
•Maintaining and developing filing system
•IT support/co-ordination
•Medical Insurance - handling medical claims for team members;dispatching them to the insurance company
•Handling SAUDI ARABIA invitation letters, helped setting up the vendor to support stamping Saudi visas
•Liaising with embassies and consulates for visa related issues
•Handling renewals of all office contracts (hotels, postal, newspaper, magazines etc)
Key Responsibilities:
•Diary management, scheduling appointments, keeping track of meetings of all staff
•Handling the reception /telephone calls
•Travel/Hotel arrangements
•Preparing reports on Ms PowerPoint as required by the Managing Director
•Handling expense claim sheets
•Maintaining and developing filing system
•IT support/co-ordination - In-charge of backups and co-ordination with Data Storage Company, coordination with the IT Helpdesk in London and IT service provider company in Dubai for our requirements
•Perform personnel administrative tasks, including supervising employee time and attendance records.
•Serve as a point of contact for information concerning the activities of the office.
•Train staff •Assist in the preparation and maintenance of the office budget
•In charge of office administration, viz, stationery, printing jobs, Du, car rentals, travel and hotel arrangements, ensuring smooth running of the office on daily basis
•Checking, approving invoices and sending them for payment to the London office
•Opened company’s bank account, familiar with legal documents required to open a bank account and attestations of MOAs
•Handling Company’s bank account, have also been an authorized signatory
•Handling petty cash, sending statements to get re-imbursed from London Headoffice
•Handling co-operate card (AMEX -American Express Card) •Visa Issues - coordinating with DIFC for visa related issues of all employees and families
•Liaising with embassies and consulates for visa related issues
•HR co-ordination - recording all employees vacation, sick leaves with the London office
•Medical Insurance
•Handling renewals of all office contracts (hotels, postal, newspaper, magazines etc)
•Liaising with hotels in Dubai and setting up corporate rates
•Knows how to handle “World Check” for a due diligence for all new clients
•Scheduling appointments, handling diary
•Directing calls/forwarding emails to the concerned managers in his absence
•Handling all travel/ Hotel requirements
•Forwarding all expense claim sheets to the Finance Controller
•Ordering office grocery and keeping a record of all stocks
•Ordering stationery / printing for the office
•Also during my work period: Worked as an Executive Secretary to the (three) Partners (temping whilst the main person was on annual leave)
Key Responsibilities:
•Assisting the General Manager, handling his confidential and personal work, screening calls, arranging appointments, travel arrangements for GM and family - flights/hotel stay/car rentals (overseas).
•Scheduling appointments for the General Manager
•Handling a busy PABX board with 16 lines
•Handling all Sales reports
•Assisting the Sales team
•Updating the Sales Manager in Sales Reports
•Writing down memos, minutes of the meetings, self correspondence
•Assisting the clients and transferring calls to the right person
•Answering queries of clients as and when requested with approval of Sales Manager
•Follow up on pending payments, allocating cheques details for the Finance Controller
•Maintaining/updating client information, keeping records of contracts of the co-operate accounts and preparing spreadsheet reports of contract progress
•Handling telephone enquiries
•Interacting with customers over the phone to communicate traveling details
•Provide customer services to earn customer loyalty
•Resolve problems over the telephone on the spot.
Capture and report customer feedback for continuous product development.
•Providing assistance to higher management as and when required.