Executive Assistant to the Group CEO
Dhamani Jewels Group
Total years of experience :16 years, 8 Months
Executive Assistant
• Initiating daily touch-base meetings with the CEO in person or virtually to confirm the day’s priorities and clarify assignments.
• Ensuring the CEO is organized, on time, and well prepared for the day.
• Flawless execution of pre-meeting, and post-meeting stages.
• Organize internal and external meetings, and prepare presentations and agendas.
• Record minutes of meetings and follow-up on action items.
• Contributing to smooth business operations by planning and executing initiatives.
• Adept at tactfully delivering difficult messages.
• Writing clear, concise correspondence on behalf of the CEO.
• Managing emails and other correspondence to facilitate communication and enhance business processes.
• Maintain a daily, weekly, and monthly appointment calendar for the CEO.
• Managing the CEO's complex and frequently changing travel arrangements.
• Coordinate travel arrangements including ticket, visa, hotel, and transportation.
• Managing membership, retreat, and forum meetings of YPO, EO, and HBS.
• Update, maintain, and safely store minutes and other legal documents.
• Communicate with high-profile clients such as UHNI, VVIPs, and Royal families.
• Update CEO’s contact list into Salesforce.
• Handling payments for CEO’s credit cards, mortgages, and Vehicle Loans.
• Preparing and processing expense reports and invoices.
• Household management including household administration.
• Managing Doctor appointments, medical records, and follow-ups on checkups.
• Children’s school payment, certificates, learning, activities, and open house to be arranged.
Strategic Planning
• Balanced Scorecard coordinator for the Group.
• Communicate BSC across all divisions through regular correspondence.
• Coordinate measures and monitor progress toward strategic targets.
• Planning and supervising all activities in the assigned area to meet performance objectives.
• Coordinate for the implementation of policies and processes, divisions
• Implemented RACI matrix across the organization with SMART goals.
Diversification
• Well experienced in handling the DMCC portal for lease, license, and visa.
• Managing a diversified portfolio of Single-Family Office (SFO).
• Property management of the various family trust and personally owned properties.
• Maintain Trade Licenses, Tenancy Contracts, SPA, Agreements, POA, Title Deeds, and Notarization records.
• Prepare payments for Service charges, chiller fees, and utilities.
• Maintaining investment and shares certificates/documents.
• Communicate with Tax advisors in India, UAE, USA, and UK on income taxes.
• Prepare income and expenses report for VAT submission - UAE.
• Work collaboratively with auditors throughout reviews, offering assistance and clerical support.
• Managed extensive travel planning including flights, ground transfers, hotels & visas.
• Meeting management, developed presentation materials, compiled actions, and planned virtual meetings.
• Taking notes and sending minutes of meeting to respective attendees. Follow-up on action items.
• Calendar management for MDs, CFOs, and COOs simultaneously and dealing with highly confidential information.
• Developed relationships with the senior leadership team, stakeholders, and external parties.
• Act as a liaison between the Managing Director and other employees.
• Worked closely with Senior Management to provide end-to-end administrative support.
• Monitored emails and replied on behalf of the MD.
• Reviewed financial documents such as Cheques, TT, TR, LC, STL, DAP & LC before MD’s signature.
• Managed the updated bank facilities, trade licenses & insurances.
• Reviewed brands & rental agreements.
• MD's official expense settlements to be compiled and provided to the finance department.
• Managed all incoming business and client RFI and RFQ.
• Maintained and updated sales and customer records.
• Communicated important feedback from customers to internal departments for further action.
• Prepared sales and service quotations, purchase orders, invoices, sales work orders & pricing review sheets.
• Interacted with customers professionally by phone, email, or in-person to provide information.
• Analyzed technical and commercial specifications of the project being worked on.
• Tender preparation and submission to the clients.
• Technical discussion & commercial negotiation with clients.
• Managed accounts receivable, payable, and petty cash allocations.
• Managed SAIF Zone lease and license renewal, visas, and labor cards.
• Renewal of employees’ health, warehouse, and vehicle insurance.
• Consulted with the production and traffic department for order execution.
• Coordinated with logistics companies for the shipment process.
• Customs clearance for Import/Export and local bill of entries for Air and Sea freight.
Business Finance Entrepreneurship Development Programme Business Environment System and Information concepts in Organisation Shipping & Insurance Practice Foreign Trade Documentation and Procedure
• MS Office Suite: Word, Excel, PowerPoint & Outlook • Internet, Cloud-based data storage, calendar & social media