Executive Assistant to the CEO office
Panindica Business Services DMCC
Total years of experience :12 years, 1 Months
Duties as Executive Assistant:
Managing the calendar/meetings/appointments for the CEO
Making necessary travel arrangements for the CEO
Attending meetings and taking minutes of the meetings
Handling company and personal documents with full confidentiality
Working as Executive Assistant to the CEO and responsible for reading & responding to the CEO’s emails & calls, preliminary drafting of correspondence on CEO’s behalf
Supervising the processing of travel expenses and reimbursements
Managing phone calls and correspondence (e-mail, letters, packages etc)
Duties as Office Manager:
Reviewing and making recommendations on policy issues regarding Office Administration & Operations practice with appropriate discipline and positive working environment within the organization
Offering administrative and operational support to senior management by preparing necessary reports & documents
Providing 24x7 secure, safe and conducive working atmospheres to all the employees, customers and company assets
Administering petty cash & company bank accounts
Spearheading administrative activities like maintenance of office supplies, housekeeping, maintenance of office and recordkeeping of office stationery
Ensuring seamless execution of operations and maintaining proper decorum & discipline by implementing and modifying the policies
Purchasing, re-ordering and maintaining office supplies; tracking inventory stock to ensure adequate supplies and devising methods for optimal usage of supplies
Making recommendations to improve service and ensure efficient operations
Administering DMCC work (New Company Formation, Trade License Renewal, Establishment Card Renewal, New Visas and visa renewals, Health Insurance renewal)
Preparing sales invoices, following up for payment
Managing employee payroll, account payable/ account receivable, VAT filing/VAT claim
Vendor Management, maintaining annual maintenance contracts related to office
Worked as Office Manager/PA to the Director
Managing agendas/ travel arrangements/ appointments/ meeting arrangements for the Director
VAT Filing/VAT Claim
Administering office budget, petty cash, pay roll, leave planning & company bank accounts
Inventory Management (Office supplies and Inventory stock)
Administering DMCC work (Trade License Renewal, Visas, Health Insurance)
Preparing invoices and managing account payable/account receivable
Applying, updating and maintaining labour contracts, scanning of Passports and Visa details
Providing assistance in sorting team in Rough Diamond sorting (Colour Skin) using head & hand loupe
Cost Saving initiatives:
Successfully achieved 25% cost reduction in company staff mobile cost by negotiating with service providers
Attained cost saving worth over 30% on insurance policies by negotiating with Underwriters
Recognized for minimizing administration cost by 30% by negotiating process & fees
Exhibited excellence in saving OPEX budget by more than 30% by sharing office premises with other company
Key Result Areas:
Worked with Operations Team and led a team of 22 Executives
Supervised payroll, leave planning, shift planning and work allocation
Prepared performance analysis reports and Executives’ and TL's PMIs (Performance Management Index)
Mentored & monitored the performance of team members, addressed or resolved the issues/ concerns of the team,
identified training needs and imparted the same in order to enhance their skill set
Developed competency among the team members; managed appraisal process across the levels, conducted interviews
to recruit the right talent & resources and developed employee competency
Key Result Areas:
Worked with Finance & Accounting Team under BFSI; managed a US client-Ameriprise, a Financial concern
Explored key processes and functions that were offshored from USA
Organized trainings for new and old team members to ensure that they meet process the required standards
Ensured complete documentation of all standard operating procedures (SOPs)/ FMEA/ CCRP/ MOMs of activities within
the team to achieve audit compliance
Independently faced ISO audit and cleared it with zero non-conformities
Attended weekly calls/ WebEx sessions with the client to understand client requirements/ complaints
Key Result Areas:
Provided educational and visa counselling; arranged documents for visa files
Forwarded Visa file to HO and performed follow-ups for the final visa