Mariam Amin, Executive Assistant

Mariam Amin

Executive Assistant

Markavip

Location
United Arab Emirates
Education
Diploma, Executive Secretarial Management Certificate
Experience
15 years, 2 months

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Work Experience

Total years of experience :15 years, 2 months

Executive Assistant at Markavip
  • United Arab Emirates - Dubai
  • June 2012 to March 2015

 General administrative support duties for SVP’s, CFO, CSO, CIO, VP of Marketing& VP of operation. Maintain confidential and general files for the above personnel.
 Maintain confidence of sensitive corporate and personal information to the Manager.
 Act as the manager’s first point of contact with people from both inside and outside the organization.
 Opens mail, screens and prioritizes for the manager’s attention and action, distributes outgoing mail and maintains a follow-up system for assigned actions.
 Organizing and attending meetings and ensuring the manager is well prepared for meetings.
 Coordinate, organize and maintain all calendars and reminders.
 Maintain very busy executives' calendars.
 Responsible for extensive travel management including ticketing, transportation and accommodation, prepares itineraries; maintains travel vouchers and records.
 Administration of facilities/diary for Dubai Conference/Meeting rooms.
 Organization of senior management business lunches and dinners, client or company outing and conference booking.
 Organization of document notarization, apostilization, legalization and coordinating payment of legal invoices.
 Supervision of Reception area to ensure cover at all times and Mailroom assistants.
 Coordination and Supervision of Office refurbishment plus furniture & stationary office supplies as required.
 Organization and co-ordination of company owned/leased offices/apartments in Dubai and plus all legal documents filing.
 Coordinates VISA processing with the company PR.
 Ensure Up to Date “Whereabouts list” of Managers done weekly.
 Any special projects or duties as required.
 Develop and maintain Business Entity and Business Unit Database
 Update database to ensure latest information is recorded accurately at all times.
 Collate relevant information from different sources to facilitate accurate updates (e.g. Legal, Finance, Operations).
 Compile and disseminate relevant information to Senior Management at their request.
 Provide accurate change reports on a regular basis.
 Ensure all Power of Attorneys, Leases, Licenses and Registrations are tracked and renewed update in the Legal Database.
 Composes routine letters, memorandums, and recurring reports without dictation, for appropriate signatures.
 Serves as the first point of contact with new staff and helps new staff in settling and smooth transition to our company
 Orient new staff with the company’s values, code of ethics, laws and regulations
 Prepare facilities for new staff:
o requisitions and costs out modifications as require
o assemble furniture as required
o facilitate the move of equipment and personnel into new space
o Request from the IT department: mail account, laptop and other IT equipment as per new hire on boarding form
o Order: cell phone, business cards, etc.

personal assistant at Emirates Grand Hotel
  • United Arab Emirates - Dubai
  • November 2011 to April 2012

- Act as the manager’s first point of contact with people from both inside and outside the organization.
- Reads and screens incoming correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents.
- Arrange business trips, flights, accommodation, cars…ECT.
- Coordinate office supplies, equipments, and facilities for the organization including maintenance, security and related activities.
- Maintain petty cash.
- Ability to utilize available technology and computing facilities to complete work efficiently, Produces a variety of documents, charts, and graphs in final form.
- Taking on some of the manager’s responsibilities and working more closely with management.
- Provide an effective secretarial and administrative support service to the office.
- Contact and liaison with different departments, individuals and external institutions and agencies on specified issues, organize and facilitates meetings, conference and other events as required.
- Answers telephone calls and handles matters not requiring manager’s immediate attention or transferring calls to responsible individuals for resolution, takes detailed message obtaining sufficient information to assure proper response by concerned party.

office Administrator at Davinci Advertising Agency
  • Egypt
  • June 2006 to August 2011

-- Act as the manager’s first point of contact with people from both inside and outside the organization.
-Manage office procurement, logistics, inventories and other as required.
-Communicate with clients on account discrepancies, balance due and payment plans.
-Maintaining employee/personal files works related to HR department.
-Contact and liaison with different departments, individuals and external institutions and agencies on specified issues, organize and facilitates meetings, conference and other events as required.
-Arrange business trips, flights, accommodation, cars…ECT.
-Coordinate office supplies, equipments, and facilities for the organization including maintenance, security and related activities.
- Oversee IT and telecom service providers.
-Maintain petty cash.
-Ability to utilize available technology and computing facilities to complete work efficiently.
-Provide an effective secretarial and administrative support service to the office.
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Managing Director Assistant at DSD - Ferrometalco
  • Egypt
  • September 2002 to June 2006

 Coordinates clerical work activities, determines work priorities and methods.
 Participates in the interview and selection of full-time clerical employee’s trains and assists with performance evaluations.
 Maintain files and records, including confidential material.
 Coordinate senior management meetings, attend and take minutes at all senior management meetings. “Records and/or transcribes”.
 Setting up and maintaining a petty cash system.
 Make a decision or solve a problem by using logic to identify key facts, explore alternatives, and propose quality solutions.
 Coordinate the board meetings and the General Assembly meetings and materials as wel as conferences coordination.
 Coordinate business lunches, including organizing refreshments and food.
 Ordering and maintaining stationary and equipment as required.
 Using a variety of software packages to produce word processed correspondence and documents, presentations, spreadsheets and database.
 Arranging travel and accommodation.
 Assist with other duties as assigned.

Education

Diploma, Executive Secretarial Management Certificate
  • at American University in Cairo
  • April 2004

Report writing, Conference, Customer Service, office Manager and Administration, Access, Excel and Network. Pass with Grade "A".

Bachelor's degree, English and Deutch
  • at Higher Institute for Languages and translation
  • September 1999

Specialties & Skills

Microsoft Access
Microsoft Word
Software Packages
Management
Secretarial
Communication & customer skills Expert
Typing and Translation
Ability to meet dead lines and work under pressure
Organizing & Coordinating skills
Adminstration and Secertarial work
Ability to work with Expatriate
Microsoft Office software & Internet- Expert.
MS Word, Excel, Access, Power Point, and Lotus Notes- Expert.

Languages

English
Expert
French
Beginner
Arabic
Expert