My Profile

EXECUTIVE ASSISTANT TO THE CEO AND SR. HR OFFICER

QATAR REINSURANCE COMPANY

February 2010 to August 2015

·        Reduced CEO’s stressful and time-consuming activities by 25%, kept abreast the CEO of various meetings and scheduled travel

·        Acted as a sounding board prior to mass communication of management to employees and employees to management using the intranet platform on a regular basis

·        Extended administrative support to Board Members, Group Management, stakeholders as requested.

·        Managed minutes, updated agenda with supporting attachment, schedule for Weekly Executive Committee Meetings

·        Maintained Executive Committee (10 Members) site at SharePoint for file collaboration and communication

·        Organized Quarterly Technical Committee Meeting (14 Members) –ensured TechCom packs with agenda items and contributions from 20 different LoBs are distributed on timely manner, enclosed with actioning items are reported to the Board Meeting post Technical Committee meetings.

·        Triaging priorities, important engagement, strategic meetings, conferences and executive recruitment. Saved 30% of travel cost.

·        Managed goal settings of CEO’s direct reports and submitted progress for review.

·        Act as budget controller on CEO’s expenses. Reduced cost by 20% in 2 years without compromising business targets.

·        Project manager for CEO office improvement. Reduced 5-figure cost by not engaging with outsourced office interior designer.

·        Supported quick turned-around processes of Regulatory Applications (Qatar, Bermuda, Europe) relevant to CEOs data and filing

·        Delegate for CEO’s inbox, calendar management and itinerary in collaboration with various team across the board, clients and PR communication advisors.

·        Maintained Relationship, Efficient Pricing of SLA with 3 vendors for each Services in Print & Advertising, Print/Online Subscriptions, Stationeries, Media, Travel & Tours, Furniture, IT Equipments & Works, MEP, Logistics for almost 6 years.

·        Acquired multi-user license for Print/on-line Subscription with intranet integration at 35% discount.

·        Delivered Annual Marketing Communication Planning, Budget and Artwork Design collaborating with Finance Department, Management and Vendors (reduced cost at 50% on print-ads by eliminating redundant publications).

·        Liaised with more than 500 client mailing list for Marketing Events, respond to inquiries, consolidate RSVP list

·        Organized and collaborated Annual Company Offsite Events with Management, Finance Department, Business Units and service providers for theme, agenda, budget, food, accomodation, logistics, and attendance from Branches Zurich, Bermuda, London, Singapore and Doha

·        Single Point of Contact for Qatar Financial Centre Immigration and Employment Regulatory Compliance, government related licences renewal of employees and support 10 staff from Group. Counsel and process employees and relatives of employees, visiting employees & client's for visa service request reducing turn-around time and error causing penalties at 25%.

·        In-Charged of payroll and benefits for Qatar, London, Bermuda and Singapore

·        Collaborate HR processes with Zurich, Singapore, London, Bermuda Office,

·        Represent company to resolve staff issues with service provider key management such as health and life insurance.

Other Personal Assistant specific tasks performed:

Business Travels:

1.       Track, record and consolidate CEO’s travel expenses such as ancillary reimbursements and per diem allowance travel claims.

2.       Recommend most efficient mode of purchase and payment for personal travel expenses such as hotel, air-ticket and logistics.

3.       Amend flight booking on emergency basis whilst abroad.

4.       Ensure travel documents such as passport, visa are valid in compliance with the immigration procedures.

5.       Apply second passport and immigration e-gate card for smooth travel requirements.

6.       Ensure travel budget adheres with the CEO travel policy.

Personal Finances:

1.       Keep track of Accounts Payable and Receivable from the company and external transactions.

2.       Facilitate personal credit card purchase, payment, authorization, and resolves issues with bank relationship manager.

3.       Initiate personal application of investments in private bank through relationship manager.

4.       Execute CEO payroll and bank transfer every month.

5.       Submit report for Employee Saving Scheme every month.

6.       Manage privilege cards for efficient management of personal resources.

Internal Communication, Press and Corporate Photo Sessions:

1.       Posting of Regular Message from the CEO on the intranet.

2.       In-charge with Press Briefing and coordination.

3.       Sourcing of Corporate Photographer and manage results during and after photo sessions

4.       Collaborates with internal and external PA’s of stakeholders for smooth turnaround of meetings and events.

5.       In-charge with full conference’s activities and meeting planner.

 Management:

1.       Schedule meetings, appraisals and other activities with direct reports.

2.       Work on the Annual Bonus Payout for the entire organization.

Data Management:

1.       Follow-up and review CEO Employment contracts.

2.       Ensure shared drive of all personal documents such as birth certificates, residence permit, police clearance, bank clearance, etc. are up to date for ease of retrieval.

3.       Ensure car policy are renewed and well maintained.

4.       Liaise documents for Compliance in Due Diligence Projects.

Other personal matters:

1.       Source out long-term accommodation such as liaising with different properties and account manager on yearly basis.

2.       Reach out to family on personal matters 24/7. 

HEAD OF COMPLIANCE, COMMUNICATIONS, ADMINISTRATION AND HR

ASIA REINSURANCE BROKERS

February 2016 to September 2016

Accomplishment on the first 100 days:

·        Reduced office maintenance cost by 20% through outsourcing of new vendors that offer competitive service and efficient pricing. Reviewed Service Level Agreement of old vendors and moderated cost.

·        Maintained monthly reporting of not less than 200 service contracts submission in compliance to Insurance Authority.

·        Optimized HR data retrieval, time saved 50%. Utilized by Management as basis in Workforce Planning, Appraisal, Salary Review, Reward, Attendance, Contract Review, HR Services automation and standardization of Salary Structure.

·        Initiated Employee Handbook in accordance to Employment Act and HR best practice.

·        Offered solutions in compliance with MAS on business commitments in Training, Learning and Development. Saved 6-figure budget by downsizing the number of management trainees without incurring penalties and maintained business reputation.

·        Engaged with 5 Recruitment Agencies and 4 Job Sites to manage out-sourcing activities. Delivered 5 New Hires and 2 Trainees.

·        Administrator for Employment Pass Online for Work Permit applications.