Executive Assistant
Pharmacons FZ LLC
Total years of experience :9 years, 1 Months
Responsible for keeping all shipping documents matched up with customs paperwork in the
proper files
Assist in contacting various shipping authorities and make proper international shipping
arrangements
Generate documents required for sea and air shipments and keep track of whole ordering
process
Act as the point of contact among executives, employees, clients and other external partners
− Organize and facilitate board meetings, attending in person to document decisions and track actions
− Manage daily/weekly/monthly schedule of the CEO and furnish required information/documentation for meetings/appointments
− Create documentation for presentations, events, or high impact communications
− Coordinate and liaise with the senior section heads of the business together with external contacts such as customers and suppliers
− Manage CEO’s incoming communications and respond directly where appropriate, and proven to always uphold the strictest level of confidentiality
− Organize corporate events such as conferences, company sponsored events and staff appreciation events
− Leader for event managements, coordinating at a global level
− Leadership of special projects that are either sensitive in nature or fall outside the ownership of other departments
− Manage contracts/lease agreements and price negotiations with vendors, service providers and landlord
− Manage property portfolio, liaise with letting agents & contractors for new tenancy agreements, renewal, property insurance, maintenance
− Maintain office services by organizing office operations and procedures, controlling correspondence
− Prepare presentations and produce reports as required
− Maintain and improve electronic and hard copy filing system
− Supervise drivers/installers
− Handle confidential documents, ensure they remain secure
− Provide assistance in bookkeeping, assist to prepare invoices and financial statements
− Handle over 200 Payable Accounts ensuring they are paid in a timely manner
− Maintain monthly payroll for 20 employees
− Partner with HR in recruiting new staff
− Design & implement office policies by establishing standards & procedures & ensure the same are adhered to
− Provide HR support by issuing medical insurance, preparing employee certificates such as NOC and other applicable letters, maintaining the employee attendance roster
− Filter general information, queries, calls and invitations by redirecting or taking forward things as appropriate
− Read through original documents and rewriting it in the Russian language, ensuring that the meaning of the source text is retained
− Maintain, purchase, distribute office supplies & monitoring consumption and cost
− Manage domestic and international travel
− Schedule and attend meetings, create agendas and note minutes
− Handle petty cash
− Check, edit, file, control and track shipping documentation such as Letters of Credit, Packing List, Certificates of Origin, Bills of Lading, Proforma Invoice etc.