Executive Assistant to CEO
Al Yasra Fashion
Total des années d'expérience :16 years, 4 Mois
OFFICE MANAGEMENT
• Schedule and coordinate Senior Management Team Meetings, that includes: preparing agendas, reserving and preparing facilities
• Screens calls, visitors, and emails to eliminate and/or prioritize in order to maximize the CEO’s daily calendar and “to-do’s”, conducting daily briefings with the CEO to keep him well informed, following up as requested.
• Coordinates CEO’s schedule, routinely updating him to keep him informed of upcoming commitments and responsibilities.
• Transfer all international calls required to CEO.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences.
• Organize a filing system for important and confidential documents.
• Conserves CEO’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Prepares reports by collecting and analyzing information.
• Play an integral role in helping the team deliver superior services by managing special projects as requested by the CEO.
• Perform general office duties such as ordering supplies and maintaining records management database systems.
• Participates in meetings as requested to take meeting notes for future distribution and follow-up.
BUSINESS AND VISAS ARRANGEMENTS
• Receive and process all CEO requests related to business visas.
• Finalize all CEO business trips arrangements in terms of flight tickets and hotels booking along with doing the required communication with travel Desk.
CORRESPONDENCE
• Compose and distribute routine correspondences such as letters, memos and other documents; internally and externally.
• Business/personal correspondence and appointments for CEO .
• Distribute incoming daily mails/posts for CEO.
• Set up and maintain updated filing system for records.
• Design administrative forms with departments for related areas.
• Acting as the point of contact between the CEO and internal or external colleagues.
• Provide administrative support including writing correspondence, handling inquiries, answering Telephone calls, and scheduling the appointments.
• Makes copies of correspondence or other printed materials as requested.
Functions:
1. Monitors daily attendance for all divisions and subsidiaries under Rosette Group, and disseminate appropriate notifications;
2. Processes employee leave, severance and other employee benefit related concerns;
3. Processes monthly timesheets and payroll;
4. Monitors residency expiration and related matters for proper government compliance;
5. Maintains employee files;
6. Prepares various correspondences;
7. Prepares and creates HR forms and templates;
8. Assists HR Manager in the execution of daily functions (i.e. staff orientation, exit interviews, increment and promotion structuring);
9. Maintains filing of government issued company documents;
10. Petty cash management and prepare reports for proper liquidation and replenishment;
11. Perform other tasks that may be assigned from time to time.
Key Contribution:
• Created a an excel file that established proper recording of annual leave history leading to accurate calculation and projection of leave and indemnity balances.
Functions:
1. Oversee daily operations;
2. Assist the General Manager in office and business administration (i.e. staff schedules, petty cash custody, record maintenance, correspondence, and other tasks that may be assigned from time to time);
3. Prepare (clients’) foreign bank account reporting;
4. Conduct initial process of reviewing (clients’) bank statements and collates all necessary data required to prepare a tax return;
5. Initiate and design the weekly newsletter;
6. Monitor attendance and keep time records as basis for payroll processing;
7. Prepare management reports (e.g. revenues report, inquiries statistics, clients status);
8. Act as Front Desk Officer to welcome and assist clients;
9. Revenue custodian;
10. File maintenance of all completed & processed tax returns;
11. Manage schedule of client appointments and proportionately distribute client share amongst the pool of tax preparers;
12. Prepare templates such as data sheets, working sheets, questionnaires, survey forms and others as required;
13. Coordinate with courier service provider/s for tax returns that requires to be mailed out;
14. Ensures sufficient quantity of office supplies are at hand and facilitate purchasing if needed.
Key Contributions:
• Has performed tasks in behalf of the General Manager during her absence;
• Conceptualized and spearheaded marketing drives for tax awareness and to boost client traffic;
• Major contributor to the composition of the ATB SAP blueprint;
• Created a spreadsheet file (for the Accounts Dept.) to write and print multiple checks and bank transfers from Microsoft Excel, hence, providing precise records of issued checks and avoiding spelling mistakes.
1. Payroll In Charge
• administration of monthly payroll for approximately 900 staff (Kuwait)
• review of payroll summary for subsidiaries in Bahrain and UAE
• facilitation of employee’s vacation and end of service settlements
• monitoring of employee vacations
• computation of monthly accruals related to employee benefits
• computation of monthly incentives
• preparation of monthly and year end reports related to manpower movements
• preparation of various circulars and documents (e.g. contracts, offer letters, certificates, memorandums)
• facilitation of recruitment process (shortlisting, manpower agency coordination, deployment formalities)
2. Human Resources - assists HR Manager in the execution of his daily functions (i.e. staff orientation, exit interviews, increment and promotion structuring, and other tasks that may be assigned from time to time)
3. Treasury - prepared checks and bank transfers based on vouchers from the accounting department
Key Contributions:
• Co-created the benchmark structure for the company’s and its subsidiaries’ appraisal scheme
• Created a file that decreased average check preparation time from 3 days to less than half a day
• Created a file that ensured accurate and even distribution of add-on costs to imported supplies
• Trained and supervised other administrative assistants and HR personnel
• Proponent to the restructuring of the entire HR filing system, accomplished in 3 months
1. Prepared checks based on vouchers from the accounting department
2. Scheduled and released checks based on budget approved by the Treasury Manager
3. Ensured that all check releases are covered by suppliers’ provisional receipt or official receipt and stamped vouchers and attachments “PAID”
4. Petty cash custodian and prepared reports for proper liquidation and replenishment
5. Monitored branch collections on a daily basis