F&F CEO Executive Assistant
Fridal
Total years of experience :13 years, 9 Months
• Supported the CEO to achieve the annual strategic targets through prioritizing tasks,
• Coordinating projects and meeting schedules.
• Designed the standard forms, business cards, letterhead and envelopes.
• Researched and developed corporate presentations and company profiles as well as
• Speeches offered in conferences, meetings or events.
• Managing the day-to-day operations of the office
• Preparing and editing correspondence, reports, and presentations
• Alert the C.E.O. about cancellations or new meetings.
• Organize the Company special events and Executive Meetings, preparing meeting agenda, Taking minutes and ensuring their timely distribution.
• Maintain effective communication with all departments.
• Maintain safe working environment, ensure confidentiality of data.
• Organizing the office and maintaining the supplies of accommodation, Visas and flights through Travel Agencies.
• Sending and replying e-mails for the CEO
• Handling customer complaints addressed to the GM.
• Keep an accurate calendar for the GM.
• Handling the GM, management committee & all employees’ business trips & quot; ticket issuance, accommodation, visa, car transfer, etc & quot;.
• Responsible for the GM corporate visa reconciliation, payments, personal credit cards and expenses.
• Responsible for handling the GM & the management committee expenses.
• Handling personal reservations for the GM & the management committee.
• Attending the weekly meetings and the BRM “Business Review Meetings” and taking the minutes for follow up.
• Plan and organize business trips.
• Plan & organize all corporate events, business dinners & out of office meetings.
• Renewal of magazines & newspaper subscriptions.
• Consolidation of business reports
• Handling visitors professionally by pleasant professional manners.
• Manages contacts using outlook to conduct up-to-date data base entry.
• Maintains confidentiality and uses a high degree of discretion.
• Administers correspondence, manages incoming calls & prioritizes phone messages & mails.
• Handles all calls and visitors with grace, sophistication and professionalism
• Maintains physical and electronic office filing systems for GM.
• Prepares for meetings including ordering lunch, booking conference rooms, setting up projector, etc.
• Responsible for all corporate deals.
• Responsible for getting special hotel rates for Zamil Steel employees & renewing them regularly.
• Prepare agendas for meetings, briefing materials and presentations as needed.
• Arranging for the GM breakfast with each department & taking minutes for follow up.
• Conducts extensive internet search and performs general clerical duties to include but not limited to: photocopying, faxing, and mailing.
• Responsible for messengers & out company delivery notes.
• Manage the building operations team
• Manage and control the office service budget and monitor expenditure
• Control space and assets management
• Responsible for allocating the monthly rent and any provided services for all Raya subsidiaries and other renting companies
• Participate and execute multiple projects, events and/or functions (i.e. office moves, new set-ups, …)
• Develop trust and provide outstanding supplier relationship on an ongoing basis and prepare a yearly evaluation report for all of them.
• Review department’s payment requests and follow up with the finance department on suppliers’ cheques.
• Ordering and purchasing office equipment s, fixed assets, stationery, etc……
• Maintains Petty cash for office expenses
• Assist in special projects according to assigned tasks
• Manage the company telephone services (local, international). Guarantee the quality of service to eliminate the downtime. Review and allocate the monthly & quarterly bills, and ensure their immediate payment
• Implement the department’s general standards and guidelines throughout the organization.
• Coordinate and schedule all meetings and training programs
• Coordinate and provide all services needed for the meetings and training programs
• (Catering arrangements, Stationery, Setup for special workshops training, network connections setup)
• Arrange and inspect meetings and training facilities (Data shows, telephones, conference sets, and connection ports)
• Report any technical or maintenance problems to the appropriate department & following up till its solved
• Maintain records of meeting rooms` occupancy, and training's programs
• Handling other general administration department activities such as issuing and proof reading printed materials requests for the entire company
• Print and program the access cards; send monthly attendance reports to all Raya
• LOBs’& weekly reports for some restricted areas in RHQ building
Translation
French / Arabic
Sales Fashion