Executive assistant to the CEO
CK Architecture Interiors
Total years of experience :11 years, 0 Months
Executive Assistant:
Managing the CEO’s schedule, including arranging appointments, meetings, and personal commitments. This involves coordinating various activities, ensuring timely reminders, and handling scheduling conflicts.
Acting as the primary point of contact for the CEO, screening phone calls, managing emails, and handling correspondence. This includes drafting and responding to communications on behalf of the employer, ensuring effective and professional communication.
Planning and coordinating domestic and international travel for the employer, including booking flights, accommodations, transportation, and managing travel itineraries. This may involve researching destinations, arranging visas, and handling travel logistics.
Assisting with the preparation, editing, and formatting of documents, presentations, reports, and other materials as required for the meeting.
Managing and organizing confidential information, files, and documents. This includes maintaining records, databases, and electronic filing systems to ensure easy retrieval of information.
Event Planning and Coordination: Assist in organizing company events, conferences, or meetings, including venue selection, logistics, and coordination.
Office Manager:
Administrative Support:
Provide administrative support to ensure the smooth functioning of the office i.e. managing schedules, and arranging meetings
Coordinate with IT department for any office equipment and software required.
May supervise administrative staff, providing guidance, assigning tasks, and monitoring performance.
Facility Management:
Responsible for overseeing the overall facility management, including maintenance, repairs, and ensuring a safe and comfortable work environment.
Manage contract and price negotiations with office vendors and service providers.
Financial Management- involved in budgeting and financial management tasks such as monitoring expenses, managing invoices, and coordinating with the finance department for some overdue accounts.
Human Resources Support - assist in various human resources functions, such as maintaining employee records, office policies as necessary, and coordinating employee benefits.
Personal Assistant:
Planning and coordinating domestic and international travel for the whole family, including booking flights, accommodations, transportation, and managing travel itineraries. This may involve researching destinations, arranging visas, and handling travel logistics.
Assisting with personal errands and tasks as requested by the employer. This may include managing personal finances, coordinating household staff, organizing events or parties, and handling personal correspondence.
Organizing and maintaining important documents, files, and records. This includes maintaining confidentiality and ensuring easy retrieval of information when needed. Assisting with various other tasks as required by the employer. This may include personal shopping, gift sourcing, managing household maintenance, and any other tasks to support the employer's personal and professional life Including Payments for all the bills (Utility, telecom, car related, mortgage, etc).
Handling Personal Investments and all bank works
Other Family-related work including kids school and Family Insurance
Reception:
Answering phones in a professional manner, and routing calls as necessary.
Assisting with a variety of administrative tasks including copying, faxing, taking notes and booking travel.
Attending, Sorting and distributing mail, leads/ inquiries over calls, whats app/ emails and assign to related departments. Arranging for NOC from building management for move in /out of items from the office.
Helping maintain workplace security by issuing, building and parking access cards and maintaining visitor logs.
Arranging and scheduling appointments, meetings, and events.
Monitoring office supplies and ordering replacements.
Preparing facilities and arranging refreshments for events, if required.
Leasing admin:
In-charge of 2 towers with 207 apartments and 3 commercials.
Notifying the sales team and getting rental rates and sending renewal notices 120 days in advance to tenants with renewal rates.
Processing, typing, editing, drafting, updating assigned reports and Lease documents like NOC, LOI, Authorization, MOU, Tenancy Contract, Addendum etc. for Short term rental & Managing DTCM portal.
Negotiating with existing and new tenants and completing lease documents like sending tenancy draft, payments schedules, Tenancy signing, rental receipts, payments, tenant details forms and registration /licenses, receipts, etc
Generating New and renewal of Ejari, entry in Quickbooks, and landlord portal.Filing documents, as well as entering data and maintaining databases. Extracting lease generation reports on a monthly basis to track expenses.
Followup and process all AMC payments and tracking on reports and yearly renewals.
Assigning tasks to tower teams and monitor ensuring that vacant units are refurbished and ready for handover before the timeline.
Monitors the move- move out process and final calculation and Security Deposit refund documentation and ensures that everything is done smoothly in a timely manner.
Communicates with Landlord & Acct. Dept on payment hold, delay and Legal escalations.
Provides executive and personal support / assistance, working closely & effectively with the Bosses and GM.
Completes a broad variety of administrative tasks including managing an extremely active calendar of appointments;
Completing expense reports; presentation materials, composing and preparing correspondence including those that are confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel related meetings of the Bosses and GM.
Plans, coordinates and ensures the schedule is followed and respected.
Provides a "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Bosses and GM’s time and office.
Communicates directly, and on behalf of the Bosses and GM, with Board members, Senior
Management, and others, on matters related to Bosses and GM’s initiatives.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Bosses and GM, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Provides a bridge for smooth communication between Bosses and GM and internal teams (176 members).
Demonstrating leadership to maintain credibility, trust and support between HQ and international team and within office.
Successfully completes critical aspects of deliverables members.
Prioritizes conflicting needs; handles business and team members.
Drafting acknowledgement letters, personal correspondence, and other tasks that facilitate
The Bosses ability to effectively lead the company and
personal matters expeditiously,
proactively, and follows-through on projects to successful completion, often with deadline pressures.
Assisting HR on visa renewals and coordination with Immigration for UAE Members.
Will be the first point of contact for GM and CEO related matters and responsible to manage MD’s office & calendar for internal & external meetings.
Reporting to the General Manager and Office Manager responsible for assisting the Management with daily operations.
Receiving Daily and Monthly Reports from Doctors and sending to the General Manager as and when requested.
Providing support to CEO, General Manager, Operations Manager, Office Manager and Doctors.
Resolve administration problems and inquiries by coordination, analyzing data and identifying solutions.
Responsible for handling all the Telecommunication work (DU Company SIM ), updating online, extracting, sending Du Bills for staff and following up with them.
Responsible for the Documents Management. Setting up and maintaining controls on documentation procedures. Develop & maintain an electronic and hard copy of all incoming &
Outgoing mails and courier items for the office..
Develop and maintain the Policy Manuel’s and timely updating all the office policies and procedures.
Responsible for the Office management. Supervise office supplies inventories and coordinate maintenance of Office equipment, Furnishings, Electricals.
Work with customers and vendors to schedule projects.
Manage the company assets of the Dubai office by tracking assets registry and ensuring accuracy of inventory recording.
Responsible for the marketing material inventory (business cards, drop cards, brochures and gift items) stock control of grocery & stationery items.
Contributed in growing the company from a staff of 300 to present staff of 700 employees in Pharmalink and more in Medicina Pharmacies.
Assisting other Managers and Doctors with overflow work, including word processing, data entry, preparing documents or presentations.
Maintain Confidentiality of information or Documents received.
Follows up on and completes day to day office matters, issues, requests.
May provide backup support to higher-level management as needed.
Assist in any ad-hoc duties, meetings and activities as and when required.
Handling petty cash and light accounting.
Handling Hotel Reservations for Staff, new joinee and guests of the company.
RECEPTION:
Adeptly handle administrative matters including screening calls, managing calendars, and planning meetings, making travel arrangements, composing documents and organizing offices for efficiency.
Receiving & Greet visitors or guests in a warm and professional manner.
Maintain the reception, coffee areas, conference rooms and all doctors’ offices for cleanliness, and ensure that supplies are stocked and organized.
Responsible for assigning office boy duties
Responsible for arranging lunch / tea / coffee for visitors
Coordinates transportation for Employees and visitors.
Process outgoing shipments, incoming mail, freight packages & medicine samples
Interact professionally with all levels of staff and maintain the highest level of confidentiality; known for tact and diplomacy in handling sensitive issues.
Performing basic bookkeeping, filing, and clerical duties.
Welcome visitors by greeting them, in person or on the telephone; answering or referring inquiries.
Directing visitors by maintaining employee and department directories; giving instructions.
Maintaining security by following procedures; monitoring logbook; issuing visitor badges.
Maintaining telecommunication system by following manufacturer's instructions for house phone and console operation.
Maintaining safe and clean reception area by complying with procedures, rules, and regulations.
Maintaining continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.
Responsible for making external and conference calls (Dial & Patch In).
Providing general administrative and clerical support.
Mail and Courier including documentation and follow up.
Answering and directing telephone calls.
Dealing with customers in person, fax and via email.
Dealing with complaints or refunds related to Air conditioners.
Monitoring visitor access, thus maintaining security awareness at all times.
Providing administrative and clerical support including correspondence and documentation.
Receiving, sorting and documentation of all mail, faxes and courier.
Organizing conference and meetings including catering.
Control inventory relevant to reception area.
Responsible for updating newsletters, recent events and thought of the day on the notice board.
URL removed due to policy violation. Please contact support for further information.