Personal Assistant
Enermech
Total years of experience :15 years, 8 Months
• Managing for Owner as one point of contact, calendar scheduling, and screening of calls directing to the concerned, preparation of confidential letters and custodian of corporate documents and independently handling VIP Guests and any add on assignments on his behalf.
• Managing senior management team’s appointments for corporate meetings, events and conferences and arranging with peers for key activities and deadlines.
• Drafting and proofing of documents, emails and other information in final draft with vital points and facts.
• Arranging and organising the registration, license and lease for the new companies opening in JAFZA, documentation and incorporating on legal requirements with our legal consultants and PRO as per JAFZA rules.
• Acting as a support manager for the management team in legal document preparation such as MOA, MOU and AOA and necessary transmittals.
• Line Manager for reception and administrative roles, ensure and monitor office supplies and maintain the necessary stock levels of the office as per the budget.
• Supporting the HR team on work portfolios screening, staff visa, insurance, offer letters termination and WPS process and actively involved in updating HR database in relation to leaves, gratuity and final settlement.
• Organising for Owner and senior management team’s corporate travel, visa, hotels and limousine service and ensure that trip itinerary is coordinated as per schedule.
• Controlling petty cash, raising invoices/ purchase orders for the vendors and working closely with Finance on preparing MIS tracker and kinds of reports quarterly as per the requirement
• Communication and preparation of important announcement relating to company policies, HR policies and any updates on new systems.
• Exploring the potential business projects of the company with the new client based on the requisite.
• Working closely with Owner’s family requirement for kid’s school formalities, arranging visa and holiday package for the family.
• Coordinating for Owner’s club membership programs along with a detailed record for different properties loyalty program in order to utilize as per the requirement.
• Ensuring the effective and proactive diary management of the directors and act as one point of contact to CEO and COO with external entities and clients.
• Organising legal requirements with PRO for licensing and company registration including leasing contracts for office.
• Responsible for foreign travel, hotels for the management team; prepare itineraries; arranging the vital visa documents, compiling and maintaining all travel records
• Support in the supervision of all required financial administration tasks, raising and processing invoices, monitoring payments, subsistence reconciliation and liase with finance department to resolve any matters.
• Jointly supporting on HR functions; screening, Interviewing, offer letters for the contract employees and coordinating with HR on timely basis for any updates.
• Maintain procurement of all office supplies of stationery, supplies, equipment and furniture within approved budget.
• Emails management and document custodian for the updated version of consolidated file on records.
• Managing solely internationally based Oil and Gas Unit's administration, payroll, accounting
Records and submission of corporate documents for tax return.
• Preparation of ISO documents for Oil and Gas Unit and formalise necessary requirements as per ISO 9001, ISO 14001 and OHSAS 18001.
• Manage CEO’s and COO’s family holiday trip including visa and hotels and acting as a one point contact for the family requirements.
• Controlling the membership and loyalty programs for CEO and COO and ensure to utilise them as per the priority and requirement
• Managing CEO’s calendar, appointments, meetings and conferences and arranging his international travel arrangements.
• Coordinate HR functions like screening, Interviewing, offer letters for the crew staff, payroll calculation and maintaining time sheets of the crew.
• Arranging visa and travel itinerary requirements locally and internationally as per the location for the crew members.
• Managing office leasing contracts, handling legal requirements with PRO for staff visa procedure.
• Manage procurement of all office supplies of stationery, supplies, equipment and furniture within approved budget.
• To manage the office of the CEO’s clients being as a first point of contact for all the customers (internal and external) providing a professional customer service.
• Manage CEO’s family holiday trip including visa and hotels.
• Preparation of Quotes and offers for the International Clients across Europe.
• Managing the daily management, travel schedules for the MD and all the staff.
• Preparation of Confidential letters, drafts and reports.
• Organising Interviews, appointments and liaising with the clients for any conflicts.
Setting up of KPI for the staff with necessary follow up for the best result.
•Managing reports, travel schedules meetings and Interviews for the VP.
•Maintaining Track of Day to day Business performance updating to VP.
•Scrutinizing Outsource agency’s staff salary and submitting to HR department.
•Organising & scrutinizing the retails Assets MIS based on the sourced Business.
•Addressed to the customer needs and complaint with a priority to customer satisfaction.
-
-
