Office Manager to the Managing Director
Green Coast Enterprises
Total years of experience :26 years, 2 Months
• Provide telephone coverage for the Managing Director. Screen calls. Respond to routine inquires.
• Review MD mail to determine appropriate routing, and handle mail not requiring Executive attention.
• Transcribe and produce drafts and final copies of letters, memos, reports, and other correspondence for the MD.
• Maintain his calendar, including making, confirming and monitoring appointments.
• Prepare and process expense account and other miscellaneous documents. Code invoices for payment.
• Arrange executive travel, hotel accommodations, and car rentals.
• Assist in scheduling board meetings, coordinate agendas, room preparation, and ensuring that necessary materials are available, and circulate minutes and ensure follow ups are conducted
• Screen visitors
• Using independent judgment, make minor administrative decisions.
• Handle all correspondence not requiring executive staff attention.
* Support the department in all administrative functions
* Screen and manage communications in to and out of department
* Manage correspondence with internal departments, clients, contractors, etc
* Prepare presentations through Power points as and when required
* Maintain filing systems in line with office policy
* Arrange travel / itinerary and accommodation as and when required
* Any other tasks assigned by management from time to time
* Moreover, keep service records of the MD's personal cars, follow up the visas of his personal staff, and anything else related to him/his family.
‹ Coordinate with various support teams with regards to day to day functioning of the organization.
‹ Focus on maximizing employee satisfaction through prompt resolution of issues, as well as sending a daily motivational morning message from the GM's Office.
‹ Develop & maintain productive business relationship with vendors and other stakeholders.
‹ Verify employees’ reimbursements; manage invoice & bills, petty cash payments including processing of vendors’ payments, bills & contracts.
‹ Organize various corporate programs.
‹ Manage issues of Public Relations for the Managing Director/ CEO.
‹ Draft various reports; maintain minutes of meetings.
‹ Organize internal/ external correspondences.
‹ Develop & maintain professional relationship with officials of client organizations and across the organizational hierarchy.
‹ Ensure effective communication/ implementation of various organizational policies/ procedures.
‹ Coordinate official visits, meetings and activities for the Managing Director/ CEO.
‹ Organized the calendar & business diary for the Vice Chairman.
‹ Coordinated appointments/ meetings, entertained visitors and managed telephone calls.
‹ Assisted the Vice Chairman in official correspondence and maintenance of confidential documentation.
‹ Ensured compliance to organizational policies in maintenance of database and other relevant documents.
‹ Managed day to day official activities during absence of the Vice Chairman.
‹ Designed/ implemented tracking mechanism to assist in tracking responses to the Vice Chairman.
‹ Function as point of contact between the Vice Chairman, Board Members, Executive Committee Members and other personnel.
‹ Organized business trips and managed travel itinerary.
‹ Liaised with the legal fraternity in coordinating legal issues related to the company/ Vice Chairman.
‹ Coordinated with the marketing department pertaining to issuing press releases, management of public relations activities, conferences and events for the Vice Chairman.
‹ Set up meetings for the Board of Directors and Executive Committees.
‹ Rendered administrative support to the Senior Director and other members across the organizational hierarchy.
‹ Liaised with the Board Member of the Committee with regards to approval of financial applications.
‹ Maintained daily itinerary/ calendar and coordinated international travel logistics with the Travel Agency for the Chairman and Board Members.
‹ Involved in translation of documents in English/ Arabic.
‹ Functioned as point of contact between the Senior Director and Board Members.
‹ Arranged trip folders for the Chairman consisting of tickets, information, and detailed itineraries for business meetings.
‹ Developed follow-up folder to assist in tracking responses to the Director's inquiries.
‹ Coordinated day to day administrative activities of the General Manager’s Office.
‹ Prepared & edited quarterly in-house newsletter.
‹ Generated monthly reports/ supporting charts with regards to employee productivity and training requirements.
‹ Rendered administrative support in organizing local conventions, recruitment seminars and year-end Awards Night.
‹ Managed travel itineraries and agendas for senior head office managers during routine visits.
‹ Developed & maintained productive business relationship with external suppliers pertaining to external supplies/ production.
‹ Maintained updated documents based on organizational policies.
‹ Interacted with publishers with regards to publicity & distribution centre of publications.
‹ Coordinated activities related to distribution of publication.
‹ Maintained updated publisher database based on business requirements.
‹ Built & maintained productive business relationship with publishers aimed at maximizing business generation.
‹ Updated publication status to publishers through quarterly reports.
‹ Liaised with the marketing department/ publishers to streamline publication/ distribution activities.
‹ Functioned as Executive Secretary to the Advisor for His Majesty Prince Hasan and Head of Jordanian Delegation for Arms Control & Regional Security for the Multilateral Peace Negotiations.
‹ Rendered secretarial/ administrative support during conferences.
‹ Coordinated various secretarial activities including planning/ organizing business & personal travel, meetings, itineraries and special projects.
‹ Functioned as point of contact between the executive and staff.
‹ Prepared/ maintained official correspondence and generated various reports.
‹ Assisted the Director in preparing speeches and documented speeches based on subject/ occasions.
I used to travel to several countries ( e.g.. Istanbul ) to buy garments and sell them in my retail atelier.
Diploma: Intensive secretarial course, Pitman Secretarial & Business Studies Center - Branch of UK headquarter, Kuwait, 1985 PROFESSIONAL DEVELOPMENT British Council Certificate International Language Centre ( (ILC) London LTD Certificate from the American Language Centre - Completed Level 4 & 5 Comprehensive Computer Courses Self-Correspondence Course Outlook + Microsoft Access Basics of Human Resources Management ISO 9001:2000 Internal Auditor Training Course