BASMA ABDELHADY

Duties & Responsibilities:

• Assist the company executives in the management of his respective schedules utilizing MS Outlook (planning/arranging events and meetings).
• Meeting and greeting visitors at all levels of seniority.
• Organizing and maintaining diaries and making appointments.
• Handle telephone calls from both internal and external sources.
• Provide administrative support to the company executives in a variety of capacities including telephone coverage, copier projects, mail handling, supplies control, processing of letters/correspondence, events/meeting planning, report generation, invoice/expense reporting.
• Screen incoming calls and correspondence and responds independently when possible.
• Organize programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and assisting with event budget when requested.
• Prepare agendas, notices, minutes and resolutions for corporate meetings.
• Ability to work independently with strong follow-through skills
• Excellent communication skills - both verbal and written
• Proactive and able to juggle multiple projects and changing priorities
• Collaborative/teamwork attitude and skills essential.
• Take, transcribe, compose and prepare confidential correspondence, reports and other complex documents.
• Create and maintain database and spreadsheet files.
• Arrange complex and detailed travel plans and itineraries, compile documents for travel-related meetings.
• Prepare the Executive Management’s expense reports.
• Maintain confidentiality of all corporate, personnel and research matters.
• Reconcile Executive Management credit card account(s). .
• Work on ERP, Savvion, ESS to approve confidentially the clients requests as instructed by the manager.
• Follow up with Finance Dept. to settle Payments to our VIP Suppliers Such as (FENDI, VARCASE & PARAMOUNT)
• Taking on some of the manager's responsibilities and working more closely with management;
• Deputizing for the manager, making decisions and delegating work to others in the manager's absence;
• Being involved in decision-making processes and to deal with problems during the manager’s absence.

• Maintain all the files and documents;
• Organize meetings and ensure that the CEO is well prepared for meetings;
• Attend meetings and take minutes as and when required and circulate to the attendees;
• Corporate affairs with Ministries, different Government Institutions and other relevant organization /association according to necessity.
• Provide information and assistance to customers/visitors in courteous manner and with sensitivity to diversity of multicultural clientele;
• Manage the CEO’s calendar which include review & maintaining his diary/calendar and make appointments on priority basis;
• Arrange all documents need for visas related to workers.
• Contract renewal for our premises and labor camps.
• Screen and manage telephone calls, enquiries for the CEO where appropriate;
• Arrange booking for hotel accommodation and air ticket;
• In the absence of CEO while on business trips, ensure that all matters are referred to respective business heads accordingly as per his instructions;
• Preparation of expense report/ claims for the CEO on his return from business trip;
• Follow up on various office issues liaising with other departments/ vendors to ensure smooth and timely implementation of objectives;
• Maintain incoming and outgoing mails and faxes; Coordinate internal communication;
• Ensure all relevant communication arising from CEO is cascaded down to concerned staff;
• Perform any other duties assigned by CEO with utmost responsibility;
• Translate from Arabic to English and vice versa as required.
• Translate all docs including all the packing lists and invoices related to all shipments going to KSA

• Maintain Office diary for the Director’s schedules and appointments;
• Writes or drafts correspondence, reports, documents and/or other written materials in English and Arabic
• Reviews incoming correspondence; initiates replies as appropriate; relays matters requiring action by other staff and follows up to ensure actions are completed.
• Reviews outgoing correspondence, edits for grammatical accuracy, conformance to general policy and factual correctness;
• Edits written material for accuracy, format, and arrangement;
• Arranges meetings, prepares agenda and ensuring that the recording and/or transcribing of minutes for meetings is carried out;
• Greets visitors, takes and relays messages, responds to requests for information;
• Responsible for maintaining the Director office documentation system (creating files, sorting, labeling, and retrieving documents;ERP System)
Creating LPOs
• Identifies administrative needs and proposes solutions or recommendations;
• Translate from Arabic to English and vice versa as required.
• Performs other related duties as necessary.

Respond to Client enquiries regarding Liner Services.
• Communicates with other branches and line agents to ensure smooth handling.
• Handling invoices process in head office.
• Issuing correction notes and revising the incoming one on BDS system.
• Revising manifests before submitting to the terminal.
• Revising invoices and DO before releasing containers to the clients

• LINER SERVICES:
Import Dept.

1. Operation:

- Follow up vessel’s Arrival.
- Submit Discharging lists and Manifests within 24 hrs after vsl’s arrival.


2. Customer Service:
- Issue DO against bills of lading and required documents to clients.

3. Accounts:
- issue discharging, Storage, COD, & demurrages invoices.

Education .

• Follow up with Ships movements.
• Arranging Proforma Invoices for the vsl’s passing Suez Canal.
• Contacting Captains by Telex and VHF for any requirements needed for the crew such as : water supply, Vaccination, food provision needed for the crew.
• Arranging all Docs. needed to be submitted to Suez Canal Authority.