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Amira Bouguezzi, Executive Assistant to CEO

Amira Bouguezzi

Executive Assistant to CEO·Sharjah Assets Managemen

United Arab Emirates

Master's degree, of Marketing

Work experience

Total years of experience: 14 years, 11 months

Executive Assistant to CEO

September 2022 - Present

Sharjah Assets Managemen

Dubai, United Arab Emirates

I found this job using Bayt.com

September 2022 - Present

•Provide and manage a comprehensive administration and support service to MD whilst maintaining confidentiality
•Assisting the MD, managing his clendar, completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries
•Setup and coordinate Board And Executive Committee meetings and conferences; prepare and distribute agendas, taking the minutes of meeting
•Prepare correspondence, reports and materials for publication and presentation
•Setup and quarterly reports of the group and subsidiaries as required
•Manage MD’s desk with respect to phone calls, emails and client visits
•Ensure translation of documents from Arabic to English and vice versa where required
•Helping lawyer prepare for court cases, including opening and closing arguments and aiding in court pleadings or motions.
•Filing case files and following up the court hearings
•Drafting documents, Memos and letters, such as mortgages, sale agreements, trust agreements, Settlement agreements with Suppliers and Sub-contractors, POAs, NDAs, MOUs.

Company industry:
Public Administration
Job role:
Administration

Executive Assistant

September 2015 - August 2018

DDW- Dubai

Dubai, United Arab Emirates

September 2015 - August 2018

to Chairman & COO.
Policies, Processes & Procedures:
•Follow all relevant departmental policies, processes, standard operating procedures and instructions so that work is carried out in a controlled and consistent manner.
•Follow and comply to information Security Rules and data security measures in order to protect the company information / intellectual properties.

Day- to-Day Operations:
•Follow the day-to-day operations related to own job to ensure continuity of work.
•Arrange, coordinate and service DDWD’s meetings for the senior management/board.
•Screen incoming calls and messages for the President and COO/Chairman.
•Manage and monitor appointment schedule for the President and COO/Chairman.
•Prepare presentations, meeting agendas and produce minutes of meeting including DDW board meetings.
•Arrange all aspects of the President and COO/Chairman business travel including, but not limited to, air and land transportation, transfers, hotels, including any changes in arrangements, which occur during such trips.
• Receive and respond to senior level visitors responsibly and act independently to give them accurate information.
•Control the President and COO/Chairman office stationery ordering, supplying and maintaining stationery store stock levels etc.
•Keep records systematically and confidentially to retrieve easily when required.
•Office Management, Supervising admin employees

Safety, Quality & Environment:

•Comply with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environment.

Related Assignments:

•Perform other related duties or assignments as directed.

Company industry:
Shipping
Job role:
Administration

Executive Assistant to Managing Director and Head of Legal

June 2011 - July 2015

LOS DMCC/ OS JLT

United Arab Emirates

I found this job using Bayt.com

June 2011 - July 2015

to Managing Director & Legal Head
•Arrangement of board meetings, corporate management meetings.
•Arrangement flight bookings, visas, hotel accommodation, drivers and car rentals for MD and meeting participants.
•Upon MD’s instruction, liaise with the Board of Directors and direct reports to the MD for the collection of the info required by the latter for decision-making.
•Drafting memos and other types of correspondence under MD’s instructions.
•Filing of all relevant and role related documents.
•Vendor relationship management - hotels, travel agencies, courier companies, plant maintenance, office help and cleaning services, driver service providers, stationary providers and pest control providers.
• Negotiation and development of terms and conditions of Contracts, Sub-Contracts, Equipment lease agreement, Lease deeds, Leave and License agreements, Power of Attorney, Sale/Purchase agreement, various type of Bond including Indemnity Bond, Bank Guarantees - Advance Bank Guarantees
•Reviewing legal invoices
•Renewing all legal documents required: trade license, good standing certificate, company establishment card, incorporation certificate, company registry extract…
•Translation Legal and Admin Documents: Arabic-French-English
•Draft memoranda and letters (salary/employment certificates, etc.) relating to personnel of OSJLT and LOS DMCC
•Administration of all DMCC online portal activities (DMCC salary certificates, applications, driver’s license NOC letter applications, visa applications/cancellations, portal balance top ups, labor card applications, etc.)
•Employment visa applications - administer the entire process and prepare all required documentation Review and coordinate all expense claim submitted by the staff and relating to benefits, up to and including securing approvals and submissions to the Accounting & Finance department for payment
•Monitor and record annual leave and business leave requests, approvals and all related records
•Handle the medical insurance queries coming from staffs of OS JLT and LOS DMCC; Assist in relocation activities under HR Coordinator’s supervision
•Assist in drafting employment contracts under HR Coordinator’s supervision

Company industry:
Oil & Gas
Job role:
Secretarial

Executive Assistant

June 2007 - May 2011

Heidi Shipping Company

Tunisia

June 2007 - May 2011

•Perform regular jobs of creating and maintaining filing, emails enquires, fax
•Answer telephones and handle in appropriate manner
•Schedule appointments, prioritize the manager’s appointments
•Attend Meetings, script minutes and follow up on action plans
•Making presentations
•Keep and Retrieve files
•Making arrangements for the manager’s travel and for the crew’s travel (visas Formalities, accommodation, transportation)
•Provide information and assistance to customers in courteous manner and with sensitivity to diversity of multicultural clientele
•Ensure guests meeting with the General Manager are well taken care off
•reporting to the General Manager
•Coordinating with the others directors
•Dealing with correspondence, complaints and queries
•Preparing letters, presentations and reports
•Supervising and monitoring the work of secretarial, clerical and administrative staff
•Translation (Arabic-English)

Company industry:
Shipping
Job role:
Administration

Education

he New England University Australi

January 2018

January 2018

Master's degree, of Marketing

United Arab Emirates

New England University

January 2013

January 2013

High school or equivalent,

Australia

: Engineering

Higher Institute of Business Administration

June 2010

June 2010

Bachelor's degree, Export and International Trade

Tunisia

:

Higher Institute of Business Administration

June 2007

June 2007

High school or equivalent, Export and International Trade

Tunisia

:

Skills

Executive Secretary
Expert
Executive Secretary
Expert
Senior Executives
Expert
Senior Executives
Expert
Public Relations
Expert
Public Relations
Expert
Administration
Expert
Administration
Expert
PRESENTATION SKILLS
Expert
PRESENTATION SKILLS
Expert
ADVERTISING
Expert
ADVERTISING
Expert
CASH MANAGEMENT
Expert
CASH MANAGEMENT
Expert
CUSTOMER RELATIONS
Expert
CUSTOMER RELATIONS
Expert
DATA MANAGEMENT
Expert
DATA MANAGEMENT
Expert
DICTATION
Expert
DICTATION
Expert
EMAIL
Expert
EMAIL
Expert
EXECUTIVE MANAGEMENT
Expert
EXECUTIVE MANAGEMENT
Expert
FAX
Expert
FAX
Expert
FILE MANAGEMENT
Expert
FILE MANAGEMENT
Expert
Executive Secretary
Expert
Executive Secretary
Expert
Senior Executives
Expert
Senior Executives
Expert
Public Relations
Expert
Public Relations
Expert
Administration
Expert
Administration
Expert

Languages

Arabic
Expert
English
Expert
French
Expert
Italian
Expert