Executive Assistant to the Chairman
Damac Properties
مجموع سنوات الخبرة :19 years, 3 أشهر
• Complex calendar Management - Responsible for heavy calendar management, requiring interaction with both internal and external contact points to co-ordinate a variety of complex executive meetings
• Complete supervision of the Chairman’s office, including providing assistance with all business related activities
• Managing stationary and incoming mails for Chairman’s office
• Facilitate weekly business reviews, team meetings and Management meetings
• Maintaining MOMs along with follow up with the entire executive team on the “To do’s” and keep Chairman update on the status
• Managing contact - database for the CEO and networking on his behalf
• Manage Complex travel plans - For both commercial as well as private flights
• Responsible for setting up meetings with external partners, clients and vendors - when traveling with utmost detailing about the time, venue, and location (marked on map) etc. Coordinating for all parties involved for logistics
• Prepare and maintain summary of all external trips, based on which prepare an action plan to assign owners and deadlines to all the actions. Regular follow up on these, along with periodic update to the Chairman on the status.
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
• Manage CEO’s calendar - Responsible for heavy calendar management, requiring interaction with both internal and external contact points to co-ordinate a variety of complex executive meetings
• Complete supervision of the CEO’s office, including providing assistance with all business related activities
• Work on various project management sheets and Prepare power point presentations
• Managing Proposals for new Business Development initiatives/ activities - and follow up till it reaches the transition phase, then coordinating with operations for the transition process
• Generating business related expense reports - Keep/obtain receipts- complete reimbursement forms
• Collect items for internal Management Meeting agendas; coordinate resolutions as needed for ongoing business with department heads.
• Facilitate business reviews and team meetings- Take Minutes of meetings; maintain permanent record of official minutes and other proceedings
• Formulate agendas for approval and coordinate distribution of all meeting materials, timely and proper preparation and delivery of agenda and presentation materials for meetings.
• Coordinate with other employees to arrange for reports, information and updates on the business.
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
• Liaising with Corporate Communication department for all internal communication activities on behalf of the CEO’s office
• Liaising with PR consultants for all media and PR related activities for the business and CEO’s office
• Managing the CEO’s personal bank accounts, bill payments, and assisting with other personal tasks as and when required
• Managing contact - database for the CEO and networking on his behalf
Additional marketing responsibilities
Apart from the Executive assistant responsibilities, I am also responsible for managing Marketing for Dubai clinic along with coordination of marketing related activities in all other locations. Following are my Marketing responsibilities:
• Ensure that all deliverables wrt. to Dubai marketing is planned and executed as per the agreed timelines
• Keep a track of required marketing and promotional plans for various locations as per the project launch plan
• Coordinate with marketing specialist in various locations and Regional Operations Directors to keep a track on marketing events/ calendars in different locations.
• Coordinate with marketing specialist in various locations and Regional Operations Directors to develop promotional material and distribution.
• Coordinate with marketing specialist in various locations and Regional Operations Directors to enable branding principles and tactics through multimedia and advertisement.
• Coordinate with Vendors and external consultants for timely delivery of marketing materials at locations and HO
• Social media management for Glosante Page on Facebook, linked in and Twitter
• Single handedly coordinated with the vendor for the development of the Corporate website and micro sites for Dubai and Amman
• Complete supervision of the Country President’s office, including providing assistance with all business related activities
• Business data analysis and reporting for the Country President
• Generating business related expense reports, weekly team reports and power point presentations
• Responsible for heavy calendar management, requiring interaction with both Internal and External contact points to co-ordinate a variety of complex executive meetings
• Manage schedules, contacts, travel, and internal and external meetings
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner
• Facilitate quarterly business reviews, monthly team meetings, weekly Management meetings, India Management committee meetings
• Maintaining MOMs along with follow up with the entire executive team on the “To do’s”. Provide follow up to assignments given to senior department heads by the Country President’s office; provide status reports to the Country President
• Manage quarterly India Senior Leadership (ISL) communication to the leadership team and all other regular communication out of the Country President’s office
• Manage the Advisory Board. Facilitate the half yearly Advisory Board meetings, along with their agendas and all logistics
• Managing a One commercial Forum (a 3 - day event which is schedule once every year, involving 300+ leaders from across the organization) in addition to managing Elecrama ( an Premium Industry Showcase event which happens once in 2 years)
• Liaising with the Marcom and PR departments for Managing Country President’s personal PR and media interactions
• Coordinating activities between Country President’s office & all Business Units and Support Functions
• Managing the Country Presidents personal bank accounts, bill payments, and assisting with other personal tasks as and when required
• Plan, support, and manage itineraries related to executive visits in India including our Global CEO, CFO and senior executive team
• Maintaining contact - database for the Country President and networking on his behalf
• Maintaining and updating Organisational Charts and other related communications on the Schneider India Intranet
• Handling GMD’s personal PR and media interactions
• Drafting all articles and answers for his various media interactions
• Updating GMD with industry news and making sure he is quoted in all relevant articles
• Accompanying Company Sales delegations as well as Operational visits to international offices and clients i.e Europe, London, Dubai, China etc.
• Managing GMD’s schedule & coordinating his meetings in & outside India
• Maintaining contact - database for the GMD and networking on his behalf
• Coordinating activities between GMD’s office & other departments
• Introduced system of Sales team Evaluation on month on basis
• Making presentations on his behalf
• Managing interactions with all Vendors & Suppliers on behalf of MD
• Responsible for developing agendas for all high profile visits and Managing the entire visits from client interactions to making presentations
• Signing all Purchase Orders & Payments on behalf of MD after crosschecking the same
• Managing MD’s schedule & coordinating his meetings in & outside India
• Coordinating activities between MD’s office & other departments including Operations, Finance, HR & Business Development
• Supervising smooth functioning of all the departments
• Responsible for taking Minutes of the meeting, maintaining Action Logs and follow up with the action owners re the completion of the same
• Managing MD’s travel itineraries
• Maintaining contact - database for the MD
• Drafting letters/ mails on his behalf
• Making & giving presentations on his behalf
• Arranging official off sites and other official events
• Managing & coordinating MD’s interaction with Vendors & Suppliers
• Making arrangements of all internal & external conferences & official lunch/dinner hosted by organization
• Also since it is a start up, I designed all the policies & procedures around administration
• Vendor management - Responsible for negotiating rates, counter checking bills & ensuring prompt payment from finance dept
• Liaising with hotels & travel agents to get best possible rates
• Managing CEO’s schedule & coordinating meetings in India, UK & US
• Drafting CEO’s monthly report for Indian as well as UK Team
• Liaising with PA’s of Vertex UK Board members
• Coordinating activities between CEO & Chairman’s office & other departments including Operations,
Finance, Training, HR & Projects
• Managing & coordinating CEO’s interaction with Clients
• Developing efficient travel itineraries for the CEO
• Formally responsible for taking minutes of the weekly & quarterly executive sessions
• Preparing presentations on CEO’s behalf
• Walking through various dept. to ensure smooth functioning & to keep the CEO updated about the same
• Managing interaction with all levels of the organization for the CEO/Chairman
• Responsible for developing itineraries & Agendas for all visits from Vertex & UU Board
• Making arrangements of all internal & external conferences & official lunch/dinner hosted by organization