Executive and Administrative Office Assistant
CEPSA -Mubadala Compnay
Total years of experience :13 years, 9 months
• Acting as the point of contact between the executives and internal or external colleagues.
• Managing the executive’s calendar, including making appointments and prioritizing the most sensitive matters
• Prioritize emails and calls and respond when necessary
• Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives.
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary
• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf
• Maintaining comprehensive, confidential and accurate records
• Managing Petty Cash and the Expenses
• Follow up on the new Covid-19 related and update the staff.
• Managing the current and new agreements with the suppliers.
• Managing the company stand and prepare for the big Exhibitions (ADIPEC) for example.
Admin specialist
CEPSA EP Abu Dhabi (Mubadala Company) July 2018 - Sep 2020
• Assisting with day-to-day activities of the main company and the branches.
• Welcoming visitors and identifying the purpose of their visit and arrange the passes before directing them to the appropriate department.
• Establish and organize the filing system for important and confidential company documents.
• Answer queries by employees and clients.
• Finishing and submit application of the Visa process, ID for our new staff.
• Assisting with the PRO (Public Relation Officers) with regards to -Employees new work permit/visa applications, knowledge of UAE Labor Law
• Coordinating in the process of group and individual insurance, providing the database of employees with all the required information and documents, updating with addition and deletions with regards to new visas and cancellations.
• Preparing certificates such and experience letters, salary certificate NOC’s, acknowledgment letters etc.
• Arrange travel and accommodations, including Flight reservation, hotel booking, and other reservation required inside or outside the country.
• Maintenance requires such as pulping, air-condition, lighting etc by contacting the maintenance company and arrange with them.
• Translate between English and Arabic. And prepare the letters, presentation and correspondence.
• Managing office supplies stock (grocery and stationery) and placing orders.
• Working on SAP system to finish the purchasing of office requirement. And submit the invoices to proceed with the payment
• Arrange the booking for the events and team gathering.
• Support IT department for any required-on hardware, software.
• Mange the works of the office boys and drivers.
• Responsible for maintaining administrative work and providing effective service to the internal department, top management and clients.
• Preparing Business letters, request letters as required by the managements, clients and other Government Entities.
• Ensure clients requirements and regulations are adhered to.
• Assist Account managers in renewals, documentation, cancelations on a timely basis.
• Monitoring the documentation through the system with reference to new visa, renewals, insurance and other requires documents to keep it updated.
• Providing end to end assistance to the PROs and HR for on boarding the new recruits.
• Assisting new recruits on explaining their job role, collecting required documents and guiding them on all required process like Visa, Medical, Emirates ID and other mandatory.
• Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
• Apply and prepare the applications for Residence Visa, Emirates ID, Labor contract MOL, Medical insurance and security pass (CNIA Pass) wherever required.
• Coordinating with HR, Government Relation and Operation on a regular basis within the company for smooth day to day operation.
Professional Experience
From April 2014 till Date
HR assistant and executive secretary/ United Gulf Properties
Abu Dhabi, UAE
Job Description:
Handling communication & correspondence in & out
Typing and layout letters, memos Contracts as assigned by GM.
Receiving daily reports from the staff and forwarding to the GM
Making newspaper reports about the real estate market on daily basis.
Preparing agendas, letters, presentations, spreadsheets, and other documents for internal and external audiences.
Receiving mails and following up with the request.
Scheduling the interviews and checking their references.
Making the report and send it directly to the HR generalist.
Preparing the advertisement for the properties and displaying in our website and some other website.
Good