Personal Assistant to CBO, COO, CFO, and General Counsel
Shuaa Capital
Total years of experience :13 years, 10 Months
Duties and Responsibilities:
•Managing an ever-changing complex executive’s business/personal Outlook calendar efficiently, by scheduling a high volume of meetings, conferences, teleconferences, and appointments to ensure effective time management
•Planned and supervised domestic and international personal/ business travel arrangements including air travel, ground transportation and accommodations, and lasing with Embassies for visa’s purposes
•Implementing an accurate and secure filing system for documents and computer based information through indexing, to insure retrieving data efficiently
•Interacting tactfully and diplomatically as liaison between executive offices both nationally and internationally, to organize and schedule facilities and agendas for corporate meetings
•Liaising with universities abroad on behalf of management for educational courses registration, and coordinating the admin requirements I.e. Hotel bookings, course fees payments, and transportations
•Developing and maintaining alert system for upcoming deadlines on incoming requests, projects, and events
•Professional and confidential coordinating for both COO’s & CBO’s personal arrangements including holidays, flights, banking, family, housing.
•Manage the day-to-day performance and development of the Receptionist/Administration staff to insure a high quality of support for other departments
•Supporting the Marketing department in corporate meetings and events arrangements
•processing of the COO’s & CBO’S business expenses claims
•Managing all communication for executives and prepare appropriate correspondence as necessary, often for confidential and sensitive issues
•Synchronizing the COO’s business cards into his phone, for easy access, and retrieval of contacts information
•Assisting the HR head, to source candidates and update our database for Admin staff, to eliminate the need of recruiter agencies.
•Providing general secretarial / administration support to Senior managers & Directors
•Maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
Duties and Responsibilities:
•Drafting, editing, and translating executive-level, memorandums, and correspondence
•Aligning business trips bookings, and the expense reports for international and domestic trips with the company budget
•Delivering timely and professional administrative/secretarial support for various departments, and divisions both internally and externally
•Coordinating and scheduling Editors monthly and weekly meetings, including setting up audio-Visual equipment, and arranging catering
•Follow up with all local and international business clients; maintain excellent service to assure their satisfaction
•Securing confidential information by completing data base backups
•Implementing an accurate and secure filing system for documents and computer based information through indexing, and ofsite storage
•Conducts research and gathers documentation in order to compile comprehensive reports. Extreme attention to detail and strong Internet skills
•Handling expenses claims for Managers after travel or other expenses, and timely follow-up on their closure. Key Achievements:
•Created first tracking sheet for travel arrangements, freelancer's payments and employees expenses, that increased eficiency in providing immediate access to all details for executive
•Produced an eficient Word database for forms, letters and documents, which decreased workflow period by 20%
•Instituted systems and procedures for general accounting and human resource functions, which brought more consistency and reduced mistakes
•Frequent contributor of blogs and online articles for the National Newspaper online team
Duties and Responsibilities:
•Organizing all administrative and logistical aspects of official delegation visits, and outside travel arrangements of embassy staff
•Maintaining daily, weekly & monthly statistics and agendas, for Counseling officers and H.E
•Securing confidential information by completing data base backups
•Performing all secretary tasks from receiving, sorting & preparing mails& outgoing correspondence
•Handling official correspondence drafting, editing, and translating with Governmental sectors, and minister’s departments
•Liaising with internal and external associates and contacts in a professional manner
Duties and Responsibilities:
•Prepare and manage the embassy correspondence, reports, documents, and presentations
•Opening and processing post and managing stationery stocks
•Administrative Coordinating of dinners, receptions and events
•Providing an up-to-date contacts database for the ambassador