executive assistant to ceo
Acacus Technologies
Total years of experience :14 years, 1 Months
Executive Assistant to CEO
• Assisting the CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and compiling documents for meetings.
• Represents the CEO by welcoming visitors, reviewing correspondence; arranging company dinners and other corporate functions; answering questions and meeting requests.
Admin & HR Assistant
• Submit and ensure the processing of all types of applications and paperwork to the local Government bodies including but not limited to visit visas, employment or residence visas, car registrations, Trade License, labor permits, attestation of commercial documents.
• Timely renewal of Employment Visas and Labor Permits, and company-related licenses
• Assist employees in the process of renewing visas for their immediate dependents
• Assist all sponsored staff and their dependents in the medical check process
• Manage the visa checklist as when the rules on visa/labor changes
• Assist the company and the employees with visa arrangements in Embassies
• To maintain a database of all passports and residence visas by scanning all documents and directly updating the database when details change
• Providing administrative support in travel/hotel itineraries, client meetings, screening of important/urgent calls/emails.
• Greet clients on arrival at offices.
• Handle requests and queries appropriately
• Develop and carry out an efficient documentation and filing system
• Assist with the on-boarding process for all new employees
• Assist with all recruitment related administration issues
• Liaise with housekeeping to ensure the office is presented in a clean and tidy manner
Maintaining multidimensional complex calendar events and creating highly effective organized filing system.
Screen and route incoming calls, respond to inquiries and requests, sorted mail, and faxes. Follow-up on open items as required.
Typing and formatting detailed legal documents in Microsoft Word. Accurately track and document all correspondence, events, and projects within strict timelines.
Processing departmental invoices, depositing checks, and transfer funds as required. Purchasing office supplies and maintains accurate records of expenses.
Making airline, hotel, and ground transportation arrangements, both domestic and international.
Implementing processes and procedures that increase operational efficiency.
Performing research, data collection, statistic compilation, document generation as necessary to complete special projects and price quotes.
Performed coordination between Managers, Suppliers, Event Organizers, Visual Merchandisers, Operations and Marketing support teams while organizing marketing campaigns, events, sponsorships,
Reorganized up to date information on all estimates, LPOs', invoices.
Co-ordinates with Marketing Manager and finance department to gain timely approval on costs and concepts
Oversee the negotiations with Mall Managers and Suppliers on visibility of brand within the malls such as posters stands, mall podiums, etc. and co-ordinate with Visual Merchandisers to ensure the timely placement of necessary display item.
Proposed new ideas for promotions, events and campaigns to appeal and attract selected target markets.
Source suppliers for packaging items, receive samples and negotiate price and quality.
Supervised overall effectiveness of promotions/ launches and other marketing- related activities through sales information, flyer response rate etc.
Prepared analysis reports, including possible suggestions and feedback on results.
Liaise with the Production team to produce and deliver required items for Retail stores or related marketing activities.
Liaise with supplier, agency and principles to provide concept and adaptations as per the Company and Brand guidelines.
Submitted information and reports to the marketing manager on marketing activities as required.
Provided a full range of Executive Assistant services to the Director Administration, and support to the other members of the board.
Coordinated between the departments and senior management staff for scheduling meetings and regular staff meetings, gather agenda items and materials as required then prepare and distribute final agenda.
Organized and maintained complex diary and ensure that the Director is apprised of all his daily appointments as well as matters which require immediate attention.
Plan, coordinate and participate in special events, conferences and exhibitions.
Prepared various reports, draft letters, board resolutions, minutes of meetings, memorandums, and contracts.
Assisted on specific projects as required and to ensure that the time and resources allocated to any project is monitored and core activities identified.
Maintained office services by organizing office operations, procedures, controlling correspondence, designing filing systems, reviewing and approving supply requisitions, assigning and monitoring clerical functions.
Also perform other various adhoc duties as assigned by the management.
Assigned jobs and duties to office staff as needed,
Administer salaries and determine leave entitlements.
Managed suppliers.
Assisted and reported to General Manager.
Maintained an electronic and hard copy filing system.
Ensured office procedures & system operations efficiency.
Coordinated and arranged repairs to office equipment.
Raised purchase orders and chasing outstanding orders.
Handled requests for information and data.
Web & multimedia management and archiving documents.
Scheduled meetings and prepared agendas for them.
Managed suppliers.
Resolved administrative problems.
Performed all administrative duties as assigned.
Processed Daily and Monthly Sales reports with supporting documentation.
Supported complex, deadline-driven operations, and resolved issues.
Liaising with staff, suppliers and clients.
Web & multimedia management and archiving documents.
Verified employees time-in sheets and data entered payroll.
Ordering and maintaining stationery and equipment.
Preparing letters, presentations and reports.
Developed and maintained administrative process to achieve organizational objectives as well as to improve accuracy and efficiency.
Ensured showroom procedures & system operations efficiency.
Preparation of various Reports.
Dealing with correspondence, complaints and queries.
Customer Services.
Diploma (Business Administration & Strategical Management)
BA (Bachelor in Arts)