PA and Office Manager to HE Mohamed Alabbar
Emaar Group
Total years of experience :16 years, 11 Months
• Manage my seniors calendars ( add, delete, amend and share invites ), read their emails and flag the important ones, send emails on their behalf and reply to the emails.
• Planning appointments and client meetings
• Make travel arrangements for my senior, coordinating flights, accommodations and other itinerary specifics.
• Handle all the phone calls that is related to the executives
• Welcome guests and clients by greeting them, in person or on the telephone; answering or directing inquiries.
• Keep track for the business visas for my seniors, renew the ones that is going to expire and apply for new ones if required.
• Keep track of residency visas for my seniors, for their families, their maids and driver. Renew the ones that is going to expire and apply for mew ones if required
• Create regular reports and update internal databases
• Suggest more efficient ways to run the office and troubleshoot malfunctions
• Acting as the point of contact between executives and employees/clients
• Keep track of all the documents
• Schedule meetings and coordinate between the teams
• Work on Proposals starting from preparing them to finalize the deliverables and then follow up with clients on the status of the submitted proposal
• Supplier registration - Building a system for McKinsey clients and work on register with at all the government entities in UAE and Saudi Arabia and work on the online portal to have a confirmed registration and to get access to the online RFP system
• Build relationship with clients and communicate with them for anything related the projects that is running by my partners
• Review and recommend changes to our company policies
• Work on the annual Tax Report for my seniors and submit the necessary documents.
• Organize big client workshops and travel to other offices to participate in organizing global client workshops
• Pay bills and Utilities of my seniors and manage their business credit card
• Prepare and update pipeline planner for staff involvements and utilization per project / engagement on a weekly basis
• Organize office gathering and arrange for staff events
• Prepare invoices for ongoing projects and bill the client - follow up on the payment to be on time
• Organize the senior partners committee for global annual evaluation, starting from prepare the schedule for getting the feedbacks, write some memos by taking the feedbacks from partners and give fully support the global senior partners when they are in UAE.
• Coordinate the schedule of Senior, prioritizing functions and appointments, ensuring that meetings, deadlines presentations and other duties of the executive office are carried out seamlessly.
• Maintaining databases and writing departmental status reports, getting involved with generating financial reports and handling human resources or accounting functions.
• Facilitate between my senior and other senior partners communications, plans events, distributes information, drafts agendas and schedules meetings and records the minutes. Internally, I usually order supplies, reserving conference room space and getting purchase orders approved.
• Train and coach junior level Executive assistants
• Plan and coordinate administrative procedures and systems and devise ways to streamline processes
• Recruit and train personnel and allocate responsibilities and office space
• Assess staff performance and provide coaching and guidance to ensure maximum efficiency
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations
• Manage schedules and deadlines
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Receiving and interacting with visitors
• Drafting presentations
• Handling all the phone calls that is related to the executives
• Recording, transcribing and distributing notes/ minutes of meetings
• Managing the inventory of office supplies, ordering additional supplies as needed and ensuring that costs are appropriately managed;
• Perform initial processing of bi-weekly payroll, including timesheet review;
• Reconciling invoices and filling out payments request with proper coding;
• Assist with entering and processing approved payments;
• Developing and maintaining files; and
• Represents the executive by attending meetings in the executive's absence; speaking for the executive.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Maintains customer confidence and protects operations by keeping information confidential.
• Completes projects by assigning work to clerical staff; following up on results.
• Secures information by completing data base backups.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Handling hotel booking for staff and flight tickets.
• Open, sort, and distribute incoming correspondence, including faxes and email
• Communicate with HR department to record and keep track of stuff sick leaves
• Take the responsibility of preparing business cards for all staff with accordance to HR staff information
• Preparing insurance cards and labor cards for staff
• Keeping track of the attendance sheet for staff training
• Assist in applying for stuff related visas and residencies on the immigration system
• Ensuring knowledge of staff movements in and out of organization
• Assist in developing proposals for different clients across multiple sectors (e.g. Health care, Education, Oil & Gas, Government, Private, etc)
• Provide technical & business translation for client’s reports & final deliverables
• Prepare and update pipeline planner for staff involvements and utilization per project / engagement on a weekly basis
• Prepare weekly meeting by following up with all managers in order to understand and update client/ engagement status, Staff chargeability/ availability per engagement and per department, identified client opportunities won/ not won, new engagement requirements, etc.
• Record new sales for winning engagements / projects and prepare the billing for the clients as per agreed schedule using EY billing system
• Oversee the preparation and revision of contracts that involve the purchase of sale of goods and services.
• Negotiate terms and conditions.
• Prepare contract briefs and revisions summarizing contractual requirements
• Prepare contract change notices, monitor contractor performance, including the reporting and status of contractor and owner deliverables.
• Maintain an audit file for each contract which will include original contract, all correspondence, changes/deviations, amendments, clarifications, payment schedules.
• Prepare and disseminate information to appropriate employees regarding contract status, facilitate contractor meetings.
• Ensure that contractor is in compliance with legal requirements, owner specifications and government regulations.
• Track payments and deadlines.
(du) Emirates Integrated Telecommunications Company (PJSC) - January 2007 until January 2008
Customer service Representative
• Attracts potential customers by answering product and service questions; suggesting information about other products and services.
• Opens customer accounts by recording account information.
• Maintains customer records by updating account information.
• Resolves product or service problems by clarifying the customer's complaint; determining the cause of the problem; selecting and explaining the best solution to solve the problem; expediting correction or adjustment; following up to ensure resolution.
• Maintains financial accounts by processing customer adjustments.
• Recommends potential products or services to management by collecting customer information and analyzing customer needs.
• Prepares product or service reports by collecting and analyzing customer information.
• Contributes to team effort by accomplishing related results as needed.