Executive Assistant & Officer Manager
Stellar Energy
Total years of experience :9 years, 2 Months
• Arranged travels for the team, recorded meeting minutes, prepared expenses, and proofread reports.
• Maintained office efficiency by managing, planning, and implementing office systems, layouts, and equipment procurement.
• Provided support to the General Manager and business development team in the UAE, US and KSA.
• Collaborated with the BD team in proposal submittals and kept records for all meetings.
• Worked with the Global HR Director with the onboarding of new employees, coordinated training, maintained employee files, and emerging human resources tasks.
• Acted as the Document Controller for the UAE by tracking and recording all incoming and outgoing documents.
• Proactively implemented an effective way for various divisions/departments to collaborate better on work activities by introducing efficient collaborative tools and software.
• Coordinated appraisal sessions with the CEO and Global Director and ensured employees’ objectives were compiled and documented for reference.
• Coordinated travel, obtained visas, organized meetings, and made sure all meeting details were confirmed and communicated prior to travel.
• Singlehandedly organized a perfumers’ conference in Italy for 500+ attendees, which included negotiating contracts and discounts with vendors that came in 10% under the budgeted amount.
• Attended all meetings and recorded meeting minutes.
• Scheduled meetings, teleconferences, travel, and hotel bookings for executive-level management.
• Improved office efficiency by implementing the use of project codes for filing with the highest regard for confidentiality, organization and timely retrieval of documents.
• Maintained excellent communication and assisted the Senior Services Director and the Project Manager in the procurement and appointment of various consultants.
• Developed and maintained an alert system for project deadlines to ensure timely delivery of projects.
• Negotiated favorable terms and pricing agreements with consultants.
• Managed the diary of the CEO, coordinated travels, executed corporate meetings, managed office operations, and events.
• Reduced the company’s costs through the negotiating and signing of fifteen contracts with various service providers.
• Organized and attended meetings with Heads of School and actively contributed ideas to establish successful relationships.
• Worked with the sales department to create marketing materials such as invites, pamphlets, brochures, and banners for large-scale company events.