Executive Management Assistant
Gulfco
Total years of experience :20 years, 4 Months
*Provide administrative and business support to the MD of GULFCO a large manufacturing firm and support other members of the executive management team.
*Typing documents and distributing memos. Follows up with concerned staff members for actions and updates manager accordingly.
*Maintain MD’s calendar -- plan and schedule meetings, teleconferences and travel.
*Following all relevant operational procedures and instructions so that work is carried out in a controlled and consistent manner.
*Negotiated favourable terms and pricing agreements with resorts, vendors, caterers and other providers for service at special events, saving at least AED5K annually.
*Maintain files for correspondence, reports, and other data & maintain it in an accurate & easily retrievable manner.
*Develop and maintain filing system and ensure record systems are accurate and up to date.
*Coordinating from HR for staff leave, transfer, medical, L.C & Visa renewal & recruitment.
*Prepares the daily activities & important document to be signed by Manager.
Engaged actively in candidate search, selection, recruitment and staff training.
Carry out administrative duties efficiently including correspondence.
Involve in induction of new staff, preserving moral and taking care of their welfare.
Liaise between management and employees on all administration matters.
Work on, verify, and keep documentation about personnel such as staffing, recruitment, training, grievances, performance evaluation, staff records and classifications.
Provide accurate, efficient and committed office work support to the senior management.
Keep records for each employee, including information such as contact details, absences, supervisory reports on performance, medical reports and reasons for endings.
Act as a point of contact on all administration matters; liase with different departments to coordinate activities, exchange information, and resolve issues as well as to timely implementation of objectives.
Knowledge and experience of HAAD and Dataflow.
Comply with relevant procedures and controls to meet the unit's requirements while providing quality service to customers.
Interact courteously and guide customers to the appropriate service points, where relevant.
Approve or recommend, to set levels, customer applications for products/ services to meet their needs.
Attend to customer problems and complaints referring issues beyond the role limit to appropriate points of reference.
Make appropriate customer referrals to other units to facilitate retention and continued relationship.
Receive customer suggestions to ensure follow-up and submit relevant reports as required.
Maintain strict control of confidential documents/ secured negotiable items to prevent loss or misuse.
Provide information and advice relevant to the specific customer needs and deliver appropriate services.
Trade Finance Management - Receive LC applications/ amendment, scrutinize/ process for approval and forward to TFS for processing. Handle BLC/ IDC/ ODC documents & settlements. Together with handling matters relating to LG’s.
Operations Coordination - Act as a one point contact between Branch & Corporate. Attend to customer enquiries of routine nature including transaction details/ account balances, remittances/ transfers, clearing cheques, account statements, balance confirmations etc. Responsible for liaising with TBS for emerging customer & CBU requirements and issues that need intervention at HO level for Policy & Procedure & Systems. Ensure CBU staff is updated with the operating implications of new operations policies & procedures.
Credit Administration - Preparing necessary maintenance forms to input credit limits and other credit related information in the system.
Executive Secretarial Service - Provide a complete executive secretarial service (drafting replies, sorting mail/ callers etc.) to ensure efficient and effective communication and action.
Marketing - Promoted the bank’s financial products and services to existing and potential corporate clients. Regularly communicating with the clients to ensure customer retention and satisfaction.
telephone, drafted letters, filed, operated fax, arranged meetings with client/ customer, prepared submittals for materials, material follow-up with suppliers and purchased local materials and all other office routine works
Administered the confidentiality of paperwork and information
Coordinated office management activities for the department.
Created highly effective organizational and filing system, including quick and thorough indexing, filing and offside storage, resulting in easy access to critical information and streamlined office functioning.
Ensured that all correspondence and reports are processed for the Business Development Manager’s Office in a timely manner.
Furnished telephone support to company clients
Maintained and update schedules on an ongoing basis
Managed calendars, schedules appointments, screens calls and mail, answers routine and often complex inquiries for Business Development Department
Dealt with overseas suppliers and business contacts.
Delegated to handle the office individually and efficiently.
Filed documents and prepared quotations.
Maintained the inventory of supplies
Placed & followed up overseas orders.
Working on specific assignments/ projects entrusted by the management team
Successfully set up Administrative Department with all necessary facilities and streamlined the activities.
Compiled schedules for four partners, including disseminating external information, communications and correspondence.
Coordinating facility requests and ensuring satisfactory results.
Import and L/C documentation.
Communicated with managers to clarify job specifications and requirements when positions become available.
Established and maintained effective sourcing/ networking.
Implemented training course for students- speeding profitability.