Office Manager
Tecom Group
Total years of experience :10 years, 8 months
• Maintaining the CEO's very busy calendar by efficiently scheduling his meetings and tasks and ensuring there is no backlog of pending items and meetings as well as no double booking.
• Ensuring all tasks are completed by the subordinates as per the CEO's instructions and advise.
• Creating and maintaining a to - do list so that the CEO is aware of every detail and aspect of work that requires his attention and no tasks or issues/emails sent to the CEO are missed out on.
• Communicating clearly between the CEO and his subordinates and vice versa in regards to performance of all requested tasks, whether approvals or replying to emails or communicating advise and instructions.
• Raising requisitions on Oracle to ensure all invoices are submitted and processed on time.
• Performing written and oral Business communications with VIP contacts on behalf of the CEO.
• Working closely with the Head of Legal and Compliance to research and create processes for acquiring official licensing and legal and compliance documentations for the company.
• Formatting Legal documents on a regular basis.
• Using Excel to create sheets to display information and data.
• Working closely with the Legal Counsel on the day to day legal tasks such as:-
• Drafting legal documents
• Reviewing legal documents
• Comparing legal documents
• Filing legal documents
• Proof reading large documents
• Daily drafting, reviewing and negotiating NDAs and corporate resolutions as well as drafting and communicating compliance related correspondences to Clients.
• Assisting in amending and formatting of ISDAs including Schedules and CSA’s under the Counsel’s directions.
• Formatting and performing Track changes on several versions of large documents.
• Working with the Compliance Officers to maintain legal and compliance documents in an orderly fashion.
• Maintaining softcopies and hardcopies of all files and documents pertaining to the company's legal and compliance department.
• Translating written correspondences and legal and compliance documents from Arabic to English and vice versa as well as from French to English and vice versa ( inbound and outbound).
• Reviewing and screening large documents in search of specific information required for legal and compliance purposes as well as performing research on international laws and compliance regulations.
• Processing Invoices and maintaining the budget sheet for the Department.
• Creating, updating and maintaining Excel Work sheets documenting the jobs allocated to the Legal and Compliance department as well the progress and status of these jobs.
• Researching of compliance procedures in order to obtain standard guidelines for the management and maintenance of projects for the Compliance department.
• Preparing KYC files and completely responsible for the process of on boarding new clients.
• Responsible for providing the up to date required KYC documents and completed forms for the process of being on boarded by Banks.
• Successfully scheduling conference calls involving large time zone differences i.e NY / Tokyo / Dubai etc
• Arranging logistics for meetings in London, Paris, The Gulf etc.
• Researching key people and successfully approaching them to schedule meetings through cold calling, internet research etc.
• Writing business correspondences to high level officials on behalf of the company in English and Arabic.
• Scheduling entire road shows in the U.A.E and the gulf region which includes successfully arranging entire schedules through car bookings, hotels bookings, flight bookings and meeting bookings for the road shows.
• Capable of covering for 2 secretaries of higher levels when they are away, this means assisting MDs and Co Heads in scheduling meetings, conference calls etc.
• Successfully logging in Call reports, Banker diaries and expenses on a timely and organized manner.
My Role at Rothschild was a very wide ranged role from receptionist to office manager to team secretary.
• As the receptionist and office manager I maintained and supervised the basic requirements of the office, needs such as stationery requirements, office furniture and technical requirements.
• As Secretary I scheduled the diaries and tended to the requirements of all the bankers as well as the Directors whenever needed, these needs may include anything from printing and binding presentations, scheduling meetings to arranging personal dinners or flower deliveries.
• Managed to coordinate for bankers and their families’ visa requirements by coordinating with immigration and embassies to successfully complete all the procedures and applications on time regularly.
• Tended to relocation needs and inquiries of bankers while arranging their visas.
• Successfully maintained the office's administration needs while minding reception.
• Took care of relocation of the Abu Dhabi office including coordinating with movers to move furniture and ministry of economy, central bank and department of economy /chamber of commerce to update and re new licenses.
• Organized breakfasts, lunches, dinners and events when the Baron de Rothschild came on his yearly visit for his meetings with officials and VIPs in Dubai and Abu Dhabi.
• Managed to program a laptop from scratch under the directions of Paris IT support team, in order to prepare it for new user.
• Ordered Stationery room supplies and all items needed for the meeting rooms, reception area, pantry and the entire office.
• Prepared all expense claim forms for the team.
• Wrote and performed correspondence letters and calls.
• Scheduled flights and hotels reservations for our colleagues from our offices anywhere around the world.
• Sorted and maintained Maintenance and IT problems by liaising with the right people.
• Organizing office requirements, filing, typing letters and arranging appointments and meetings on behalf of the general manager.
• Taking notes at meetings and handling all phone calls.
• Writing out memos and following up on actions that need to be taken based on that.
• Communicating between employees and the G.M or Management.
• Writing out business letters to Clients and other business correspondences.
• Arranging couriers.
• Communicating with clients and business acquaintances regarding business issues.
• Typing out documents for Operations manager as well as Finance manager.
• Taking minutes at meetings.
• Writing out minutes reports and distributing and following up on them.
• Filing original faxes, documents and business materials.
• Keeping the office professional and organized at all times.
• Co ordinating between HR and the reals estate Department on areas such as providing employee details or employee training.
• Covering the reception role.
• Arranging and coordinating meetings between staff and management.
• Ensured the smooth running of the office by arranging materials and required items for the office and its staff through tasks such as arranging courier services for the staff, typing important letters and documents, formatting CVs,
• Entered data into the data base and arranging the information on the computer and the database,
• Attended to calls and enquiries.
• Managed the administration inbox.
• Assisted the consultants with any extra work load that they may have had.
• Kept the office presentable and professional at all times.
• Mainly managed the day to day running of the office from the smallest thing eg. ordering stationery to major issues such as organizing for the maintenance of any of the electronic equipments eg computers, phones, internet lines
• Trade Consultant -marketing and selling the barter card concept to various businesses in the U.A.E by meeting with customers and presenting barter card to them.
• Supported the Sales Manager in managing the sales team by organizing their training and preparing their training material.
• Performing administration duties related to running the Sales team.
• Assisted the Managing Director with short listing candidates for sales interviews by summoning candidates for interviews, putting advertisements in the newspaper while arranging his files, desk, office and scheduling his work days.
• Scheduled appointments with clients for the consultants as well for the managing director.
• Telemarketing- Phone canvassed and set appointments for the sales consultants with potential clients.
• Cold calling and attending to callers at an average of 10 per day, giving them pertinent information on investment and the stock market.
• Answering and sorting out queries that they posed as well as telemarketing and promoting the business.