Office Manager to CEO
Abu Dhabi Ship Building
مجموع سنوات الخبرة :23 years, 7 أشهر
• Design and implement office policies
• Organize office operations and procedures
• Responsible to manage Calendar, schedule meetings (including Board and Executive Committee Meetings) and priorities proactively
• Control all official correspondences.
• Acting as liaison point with all external agencies, organizations and groups.
• Organize and manage meeting logistics including the preparation of agendas and minutes
• Maintain office equipment.
• Main point of contact for all internal and external visitors
• Handle the CEO’s travel and expenses.
• Organize and manage company events
• Design filing systems & ensure filing systems are maintained and up to date.
• Define procedures for record retention & ensure protection and security of files and records.
• Transfer and dispose records according to retention schedules and policies.
• Maintain confidential reports and files. Handle confidential information sensitively
• Involve in the recruitment and selection of office staff
• Assign and monitor clerical and secretarial functions
• Managing and knowledge sharing of information
• Provide on the job and other training opportunities
• Supervise staff & evaluate staff performance
• Coaching other staff members
• Advanced administrative support to the Associate Director and other senior team members within the Mining Team.
• Logistical arrangements for conferences, workshops, receptions, and high-level official & operational visits.
• Maintaining the calendar of the Associate Director and other senior managers within the team as well as business partners.
• Handling extensive and complex travel arrangements: flight and hotel bookings, entry visas, transportation, meeting room bookings and handling all implications related to changes in travel plan.
• Processing different kind of expenses including business travel per diems as per Mubadala policy.
• Setup meetings internally and externally and complete all related bookings.
• Responsible for procurement activities: prepare requisitions and follow up on LPO's to ensure payment are made on time.
• Ensure my teams contracts/agreements are uploaded in the system and approved as soon as the contracts are signed and originals are returned to legal.
• Processing invoices by creating work releases/work confirmations and follow up with accounts payable to process the payment.
• Being Project coordinator for a number of mining projects, I ensure access is given to the right members and update the projects details when required.
• Assist in HR functions especially the hiring process within the Mining Team: prepare the interview schedule, arrange logistics (flight, hotel, transport) for the candidate and ensure feedback is timely generated by the interviewers.
• Assist my manager with personal requirements when possible.
• Handle the Mining Team correspondences with the ministry of foreign affairs in Arabic language.
• Cover for the unit assistants in different sectors when required.
• Providing an advanced level of administrative support to the whole project team with complex organizational responsibilities.
• Coordinate complex travel arrangements (domestic & international) including hotel bookings, transportation and meeting room bookings for the project team & EC Committee and handle all implications related to changes in travel plans.
• Maintain a centralized shared calendars with the EC Committee.
• Setup all project related meetings, prepare the agenda, take minutes and track action items.
• Independently complete a variety of assigned tasks to meet goals under minimal supervision.
• Serve as primary support person and act as liaison point between the project managers, the concerned team, the customers, sub-contractors and EC Committee.
• Handled highly confidential files and records; translated correspondence, documents and reports from Arabic/French into English and English into Arabic/French.
• Handle all Non-Disclosure Agreements with the sub-contractors.
• Maintain the calendar of the project managers and deputies.
• Provide logistic support to the new comers (Desk allocation, IT equipment, Stationary, Induction).
• Maintaining the calendar of the VP of ICS as well as 4 heads of department who are reporting to him.
• Handling all internal and external correspondences in Arabic & English (emails, letters, internal memos).
• Handling travel arrangements (complex official & personal travel plans ) for VP of ICS, 4 heads in addition to the unit’s visitors (Consultants, Auditors & Advisors) this include flights, hotels, meeting rooms & transportations.
• Organizing internal and external events, workshops, meetings or conferences including unit’s offsite events and team building.
• Preparing the agenda for the unit’s Bi-Weekly meetings and the weekly unit’s top team meetings.
• Attending the unit’s meetings, take notes and draft the minutes of meetings and share it with the relevant individuals to take appropriate actions.
• Assisted in HR functions such as organizing employees’ annual leave, time keeping & personnel physical and electronic files.
• Assist in the unit’s recruitment process in coordination with HR (preparing business cases & scheduling interviews).
• Unit’s SharePoint Champion (uploading and updating data related to unit’s day to day activity such as: weekly/monthly reports, projects related documents & staff related documents).
• Performing complex and confidential secretarial functions e.g. composing and preparing confidential correspondence, reports, presentations, and other complex documents.
• Tabulate and retrieve unit’s official expenditures and claims.
• Handling unit’s emergency cases, crucial IT requests or complains by escalating the matter to the higher management or to the people in charge to take immediate actions.
• Acting as a liaison point for IT contract resources to all ICS Managers.
• Establishing the IT resource co-ordination processes and document templates, working with ICS Standards & Sourcing Manager.
• Ensure that resource demand forecast is produced and published to the resource suppliers on quarterly basis.
• Shortlist CVs and conduct interviews along with technical manager for selecting and bringing contract resources on board.
• Facilitating the resource task order approvals in line with the delegation of authority and ensure that relevant budget provision exists in the company.
• Collecting approved timesheets and verifying invoices from suppliers against the rates agreed as well as the timesheets in line with the framework agreement terms. Ensure the timely clearance of invoices from suppliers and timely resolution of disputes.
• Handling audit or review requirements from Internal Audit, Procurement or Finance dept and support auditors in a timely manner with relevant documents.
• Issuing and providing temporary IDs, airport passes, parking cards, employment letters, standard IT equipment, stationary, standard workstations or desk for almost 60 contract resources.
• Handling contract renewal process when required by the Technical Manager.
• Provide and report direct executive office support to the Program Manager in performing advanced, diversified and confidential administrative operations duties of the Embassy.
• Assist with logistical preparations for conferences, workshops, meetings, receptions, high-level official visits, operational visits, and other embassy’s activities. This include transportation, hotel and room reservations.
• Maintaining LES (Locally Engaged Staff) leave records by ensuring that leave and overtime reports have been submitted, ensure that submitted reports comply with the LES benefits package and all required approvals have been obtained. In the case of overtime, assists in the payroll process by calculating individual overtime liability (as per the LES benefits package).
• Generating all LES 208 forms (Joining employees, job termination, Annual increments, Promotions, maternity leave, leave without pay, full time - part time - emergency - and permanent contracts & salary revision).
• Managing the trips of embassy drivers to accommodate requests for official vehicle use.
• Creating & maintaining the physical & electronic personal files of Canada-based staff.
• Assist obtaining all CBS local documents such as Diplomatic IDs, driving license, car registration, liquor license, airport pass and other pending documents required in the UAE.
• Handling clearance requests and coordinating with international shipping companies in order to clear all diplomatic air shipments and sea shipments.
• Handling the correspondences related to staff medical insurance (negotiating deals, register new joiners & deregister departing employees for medical insurance, respond to all staff inquires related to medical coverage).
• Verifying the accuracy of multiple quotations submitted by suppliers and preparing LPO’s once quotations are approved.
• Assist cover for the consular assistant while on leave (this include: verification of passport applications (passport renewal, cashing clients, Notarizing documents, responding to applicant inquiries in person, over the phone or by email).
• Focal point of contact with local authorities, non-governmental institutions and organizations (Ministry of Foreign Affairs, ADDC, Etisalat and other diplomatic missions to insure services are provided in a timely manner.
• Coordinating with the authorized shipping company concerning the Diplomatic bag sent to Canada on weekly bases and monthly to London mission.
• Control and reconcile petty cash claims by examining receipts for accuracy and appropriateness and investigating any discrepancies and prepare monthly report of the petty cash operations.
• Coordinate with travel agencies and verify the market rates in order to formulate travel expenses for locally engaged Staff.
• Handling travel arrangement, hotel booking and transportation for the embassy’s official visitors.
• Negotiate rates with travel agents, hotel sales representatives and rental car companies to get the best corporate deals.
• Assist the Property Manager in the purchasing process by evaluating the products, defining best source of supplies and negotiate best rates with suppliers.
• File creation (for all Immigration & visitors categories) plus documents verification.
• BED Check (Background Electronic Database “security check”).
• Verifying the CAIPS mailbox (the visa & immigration specific networking program), check on case status and draft standard or special reply to applicant’s enquires or transfer the case to the officer in charge to take an appropriate decision.
• Printing & stamping visas on passports and preparing daily reports on printed and the cancelled visas.
• Handling correspondences (by fax or e-mail in Arabic, English or French).
• Preparing and sending medical kit to applicants.
• Follow-up on ready for visa cases (Passport validity, Bank transfer& RPRF payment).
• Assist as interpreter during the interviews for both the applicant & the Canadian officer.
•Maintaining the General Manager Calendar
•Travel Arrangements for the GM & all Managers (6 Managers)
•Handling all office correspondences
•Assist all Managers in their Marketing procedures and logistical arrangements for the conferences & Workshops
•Surfing the Internet to search for new tools & brands
•Preparing all bids
- Handling the Public Relation and Contacts
- Assist in the Administration Procedures
- Correspondences - emails - Letters - Faxes
- Filing System
- Follow-up Administration Processes (Staff Leave - Increments - Medical Claims - Injuries.....)
I have Bachelor's Degree from Damascus University in French Literature