fidaa saleh

office manager and ADM at investment

• United Arab Emirates - Abu Dhabi
• My current job since April 2009

Duties and Responsibilities:
To offer a high level of office administration support to the CEO and the senior management team. A key responsibility of this role is ensuring smooth and efficient operation throughout the company including managing the front reception and incoming calls. The incumbent is expected to trouble-shoot, problem solve and constantly and consistently seek out improvements to office administration.
Some of the major dimensions include:
▪ Ensure the administration level of support is fulfilled in order to exceed the service standards.
▪ Arrange appointments for CEO & senior management team.
▪ Prepare/aid in preparation of any material relevant for the CEO.
▪ Prepare and manage correspondence, reports and documents via the website.
▪ Organize and coordinate meetings, conferences, travel arrangements.
▪ Compose and type and distribute note, routine correspondence and report.
▪ Implement and maintain office systems.
▪ Maintain schedules and calendars.
▪ Arrange and confirm appointments.
▪ Operate office equipment.
▪ Manage and follow up office on Tea Boy.
▪ Ordering and maintaining stationery and equipment supplies.
▪ Manage incoming and outgoing telephone or transfer calls to appropriate individuals, fax, and email.
▪ Complete forms and accordance with company procedures.
▪ Greet visitors and callers, handle their inquires, and direct them to the appropriate persons according to their needs.
▪ Open read, route, and distribute incoming mail and other deliveries.
▪ Learn to operate new office technologies as they are developed and implemented.
▪ Operate office equipment such as fax machine, photo copier, and phone system.
Perform a wide variety of executive secretarial duty.
Some of the deliverables include:
▪ Providing support to the CEO in relation to management reporting including printing and collating of weekly, monthly business reports.
▪ Researching queries that may be raised by the Management Team.
▪ Responsible for the administrative support of general business development activities for press and media releases.
▪ Assisting in preparation of presentations/presentation packs to clients/prospects and in other business development forums.
▪ Control of all office supplies including wealth management client packs, company letter head etc.
▪ Manage the Absenteeism and Leave schedule.
▪ Prioritize work flows to ensure timely completion of all allocated tasks.
▪ Identification of problems and inefficiencies in day to day office operation of and suggest and implement continuous improvement initiatives.
▪ Set up new employees with necessary access and equipment
▪ Creates and maintains a positive environment that encourages employee relations through all working relations.
▪ Ensure that their desk is maintained in a professional manner and that any confidential information is properly stored and filed.
▪ Makes calls in keeping with professional telephone techniques.
▪ Builds and maintains effective networks with peers and all key stakeholders across the organisation.
▪ Strong experience in providing administrative support in a dynamic environment.
▪ Well developed organizational abilities and problem solving skills.
▪ Ability to get things done.
▪ Good time management including ability to cope with pressure and meet agreed timetables.
▪ Good communications skills (both oral and written) and confidence in dealing with external and internal customers and professional presentation and ability to build rapport.
▪ Comfortable with and ability to adjust to and manage change and a dynamic environment.
▪ Ability to work with and contribute to a cohesive team culture.
▪ Organize and maintain the CEO diaries and make appointments.
▪ Ensure that all company’s documents are properly filed and in order and the office is kept neat and clean i.e all cabinets and stores are well maintained.