Executive Assistant to CEO/MD
Dupharm
Total years of experience :22 years, 5 Months
• Acting as the primary point of contact for executives, employees, and clients, on all matters pertaining to CEO’s office and providing exceptional support and representing the CEO's office.
• Liaising with senior management teams, facilitating effective communication.
• Effectively managing day-to-day operations of the CEO’s office.
• Preparing presentations and comprehensive reports, including annual reports, ensuring accuracy and professionalism.
• Managed the CEO's busy schedule through efficient diary management techniques, optimizing time utilization and increasing productivity by 20%.
• Demonstrating a high level of integrity and discretion in handling confidential information.
• Coordinating complex travel itineraries for CEO and management team, arranging over 50 trips per year.
• Attending management meetings, preparing Agenda, Minutes of Meeting, and ensuring timely dissemination of action items, driving productivity.
• Implemented a standardized record-keeping system, reducing document search time by 40% and safeguarding sensitive information.
• Managing and organising CEO's expense reports, streamlining the reimbursement process and reducing turnaround time by 50%.
• Managing executive team participation in international exhibitions (Medica/Arab Health/Medlab) and facilitating meetings with potential buyers and suppliers.
• Planning, organizing and managing internal events including venue selection, registration, F&B arrangements (e.g., Town halls, sales forums etc.).
• Demonstrated strong vendor management skills, negotiating contracts resulting in a 15% cost savings while maintaining high-quality service levels.
• Successfully managing office and equipment supply inventory, reducing overspending by 20% through proactive forecasting and strategic vendor negotiations.
• Provided comprehensive administrative support to the Marketing and Accounts & Admin department, ensuring smooth day-to-day operations.
• Prepared agendas and Minutes of Meetings for department meetings, sales forums, and customer service forums.
• Managing business travel requirements for senior staff, making all necessary travel arrangements.
• Maintained records of confidential documents, contracts, and ensured their secure custody.
• Conducting Internet research to generate database to aid in lead generation.
• Managed procurement of innovative corporate gifts, branding items, IT equipment, accommodation requirements, etc.
• Sourced suitable suppliers, obtained relevant quotes, conducted comparative analysis based on price, quality, safety, environmental and CSR aspects.
• Achieved cost savings through thorough vendor comparisons; negotiating prices and credit terms; purchasing products within the target price range; ensuring timely delivery and payments; and conducting post-purchase evaluation of vendors, improving overall efficiency in the procurement process.
• Created approximately 250 purchase orders per month in JD Edwards (JDE) with accuracy and timeliness.
• Adherence and development of administrative and procurement policies and procedures for process improvement eliminating gaps.
• Effective stock keeping of branding items, marketing collaterals, and stationery.
• Prepared budgets, monthly Variance Reports, monthly accruals, and conducted accounting processes using Hubble and JD Edwards, achieving financial objectives.
• Participated as an "Observer" in ISO internal audits, ensuring adherence and regular review for audit purposes.
• Ensured compliance with internal audit requirements, initiating proper corrective actions for any non-conformances.
• Developing and executing brand campaigns. Ensuring that vehicle guidelines, uniform collaterals, outdoor signage guidelines and all marketing collaterals are in line with brand guidelines.
• Responsible for rolling company newsletter (RiseUP and DulscoNews).
• 75 years Brand Visibility across company collaterals/merchandise.
• Supported the organization for employee engagement events like town halls, festival gatherings; client engagement events like Dulsco Golf tournament, Iftar gathering, 80 years celebration; CSR events like Walks & Runs for a social cause, Clean up Drives; and managing participation in conferences and exhibitions e.g., EcoWaste exhibition, Superbrands event, Careers Day; and others.
Handled Administrative and accounting functions; Providing MS Office Trainings