Personal Assistant to chairman cum Administration Manager
Pan African Tobacco Group
Total years of experience :11 years, 0 Months
Executive Assistance
• To take full responsibility of provision of high level of secretarial and personal assistant services to Chairman and Directors.
• Scheduling meetings/ day to day maintaining calendar, prioritizing appointments, ensuring that meetings, deadlines presentations and other duties of the executive office are carried out seamlessly.
• Provides supplies by identifying needs for the office, mailroom, and kitchen; providing assistance to the management in establishing policies, procedures, and work schedules.
• Maintains administrative staff by recruiting, selecting, orienting, and training employees; maintaining a safe and secure work environment.
• Recording office expenditure and managing the budget, and providing data to the Financial controller for making yearly budgets for office Administration process
• Management of Payroll and distribution of Salaries to the employees thru Bank transfer/WPS etc.
• Accountable for providing executive administrative and coordination support, travel arrangements, office management, filling and document circulation and other ADHOC administrative tasks.
• Travel co-ordination / Arrangements / hotel booking for travelers.
• Working closely with hotels for corporate rates, Group booking etc.
• Managing events -Exhibitions/ Partner Summit / Family Day etc
• Raising POs, expense claims etc
• Liaising with travel agency / accounts payable for due/overdue payments / check on credit limit on Airplus Card - to ensure smooth travel booking for employees.
• Hotel - Negotiating corporate rates / hotel bookings / Business visit visa co-ordination etc
• Providing support to visiting Executives / staff from other regions.
• Etisalat: Queries, Coordinating monthly billing, reconciliation follow-up on payment with accounts payable, etc to avoid disconnections
• This role operates within the context of confidentiality, diplomacy and judgment
HR Assistance
• Handling employee HR letters required for bank loans, visa purpose, Employee bank verification calls
• Coordinating with various HR departments/ payroll etc
• Attending DSOA meetings regarding any Visa queries/ compliance issues/ DSOA Compliance personnel visits to SOLUSYS offices unannounced for checking ID’s
• Maintaining HR records - Employee PP, DSOA ID’s, etc.
• DSOA : maintaining relationship, Renewal of Trade License / Establishment Card/ co-ordination on various issues such as DSOA fees, rents etc
• DSOA Online portal - applying new residence visas / renewals / cancellation of visas/ maintain company related database
• Applying for DSOA online salary/RTA, letters for employees required for any Government organization.
• PRO related work - visiting Immigration offices / follow-up on cancellations of ex-employees
• HR Training Seminars/Events: support - organizing, co-ordination with Employees /team /organizers.
Administrative Responsibilities:
• Manage multiple projects as assigned by the Chairman related to diverse lines of business, community, and personal interests with inter-related activities and relationships.
• Coordinates calendar, travel, meeting, and schedule arrangements for the Vice Chairperson, staff, business partners and family.
• Working closely with other family members and Board of Directors to assure the Chairperson’s preparation for meetings, presentations or other engagements.
• Administrative and functional activities include but are not limited to: Taking phone calls; maintaining personal and business files; note taking & creating documentation Filing, storage & retrieval of business and personal activities.
• Handles financial and accounting matters for the chairman with confidentiality.
• Prepares and sends business and private correspondence on behalf of the Vice Chairperson and Directors.
• Interface with Family Office staff to ensure smooth administration of all business
including scheduling, events, and special projects
• Handling Social Calendar as well as the office calendars for the Directors.
• Managing overall residential units for the Vice Chairperson and Directors from inventory management, staff management and travel arrangements.
• Involved with contract negotiations for business and personal projects
Administration Responsibilities:
• High level of Admin. & Secretarial support to chairman’s office
• Diary events and taking care of VIP guests.
• Maintaining management for the Chairman
• Prepare independent correspondence
• Managing Corporate Confidential Files, Reports & Personal files
• Organizing global travel visas, hotel & air bookings etc for Chairman and his family.
• Liasioning & supporting Company’s Offices globally (UK, India, South Africa)
• Involvement in project managing keys global trade exhibitions, events etc.
• Ensuring stock of Product Catalogues to all agents and key customers
• Organizing Company’s corporate gifts, Staff parties etc.
• Controlling staff regularity, upkeep of leave records / performance appraisals
• Screening all mail / email, segregating them on priority wise
Accounts Responsibilities
Monitoring Petty Cash expenses / approving vouchers
Cash Forecasting
Visiting banks as and when required to resolve issues
Responsibilities:-
• High level of Admin. & Secretarial support to office
• Diary management for the Senior Management (CEO & GM)
• Prepare independent correspondence
• Managing corporate events and guests.
• Organizing global travel visas, hotel & air bookings etc for Director(s), Sr. Company Executives & GCC Clients
• Preparing the market feasibility studies and Sales and contract agreements for companies
• Compile weekly Summaries and MIS reports.
• Reporting to the marketing manager to ensure that the marketing activities are carried out effectively.
• Creating customer decision maps and focusing on target customer and their needs for delivering our services.
• Interpreting and developing a brief from the Client about our services.
• Presenting proposals to the clients and to the head of the department and other officials.
• To supervise the Space selling activities on all supplements of Khaleej Times like Appointments, Properties, Matrimonial, Maintenance, Information Technology, and Education.
• To coordinate and effectively implement the marketing and coordination activities with other branches.
• To act as customer support executive at times and answer client queries and sort out issues.
• Preparing presentation sessions and arranging conferences for business promotion to the superiors.
• Working with branches and other departments in order to coordinate and execute project plans for implementation/deployment of technology solutions internally and externally.
• Establish the most effective method or combination of methods to gain valid data through use of questionnaire, interviews, telephonic surveys, focus groups, etc.
• Facilitating, on exhibitions occasions, workshops and presentations for branch per project plans.
• Handling other duties promoting the achievement of customer service and business goals.
Graduate on Computer Science