Office Manager to The Chairman
Al Fahim Group
Total years of experience :22 years, 8 Months
Organize and coordinate office operations and procedures, in order to ensure organizational effectiveness, efficiency and safety.
- Manage the overall operations and related activities for the Chairman’s Office. Effectively control external and internal correspondence, maintain confidentiality, determine priority matters, review to approve supply requisitions for the office, assign and monitor clerical functions for smooth running of the Chairman's office operations.
- Operates closely with Advisory Office, CEOs, Corporate Functions, Governance Office, management and operational committees in prioritizing key areas of focus for the Chairman.
- fluent in spoken and written English, computer literate, have excellent and strong communication and organizational skills, and thorough in following up on outstanding issues, experience of managing, mentoring and training a sub-ordinate team. I have confidentiality, tact and discretion when dealing with people and documents.
- Chairman's Office - Manage and streamline Chairman's agenda on a daily basis given priority to urgency and importance together with arranging and coordinating meetings with internal and external parties advising of all changes/issues to Chairman. Proactively prepare all necessary advanced papers on a daily basis, drafting any necessary correspondence required. Arranging complex travel itinerates and logistics for Chairman and guests accompanying him during the business trip and/or board members.
- Executive Support - Executive Board and Management Board
Plan, Organize, Manage, Co-ordinate, attend and minute all meetings relating to Chairman/Executive Board and Management Committee/Operational Committee meetings . Ensure the timely circulation of all minutes and attendance as well as any necessary follow-up on all actions by Members. Prepare and circulate an advanced yearly schedule of events for effective diary management. Plan and co-ordinate any adhoc events as and when required.
Experienced in handling a wide range of administrative and executive support related work and handle them independently. well organized and flexible.
•Representing the Chairman's Office in a professional manner
•Organizing meetings, events and trips
•Using a range of office software, including email, spreadsheets and databases
•Managing e-filing systems
Handling VIP guests, official delegations and managing protocol.
•Recording office expenditure and managing the budget
•Organizing the office layout, maintaining the condition of the office and arranging for necessary repairs
•Organizing and minutes taking with Management Team
managing, training and supervising direct reports
•Delegating work to staff and managing their workload and output;
•Responding to customer enquiries and complaints
• can manage completing assignments with competing deadlines;
• follow through on commitments; strong communication skills
• Provide efficient personal assistance and correspondence support to the CEO including time management and administrative duties.
• Acts as the interface for callers to the Head of Market META Region, delivering a professional, relevant and timely response or action.
• Develop and manage workflow processes and systems to ensure the smooth running of the Head of Market’s office.
• Arrange meetings and prepare minutes, memos, reports and documents as required.
• Manage and orchestrate complex travel arrangements for the Head of Region and META Team
• Develop and Maintain filing systems and ensure record systems are accurate and up to date
• Manage and coordinates from AtoZ events, incentive trips for the team, culture journeys in collaboration with the training department.
• Coordinates all Executive Board members’ and CEO’s visit to the region.
Assist the Firstline Management Team with their meetings, travel, agendas, events ...etc
manage and coordinate all META projects, board members' visits to the region, and other top executives' visits from Head office to the region.
handle and manage incentive trips overseas for top management and sales team
flexible to travel, dynamic and mobile.
• Manage all logistics related to VIP Guests of Honour, Guests of the festival,
• Manage and coordinate Riwaq Al Fikr discussion panels, admin related tasks, invite panelists and moderators,
• preparation of invitation letters, welcome and thank you letters to guests
• manage front row and VIP lounge and invites to the Platinum Reserve
• meet and greet at the hotel and check in guests
• manage budget of the festival guests expenses
• arrange and liaise complex travel arrangement, schedules, meetings for more than 30 VIP guests
• Coordinate Royal and VVIP invitees, official delegates, ambassadors, their escorts and entourage, pre arrival, during stay and post departure.
• Coordinate with Protocol (Ministry of Foreign Affairs), Embassies, Tashreefat, Airport officials…etc
• Secretarial duties and executive assistance to the Founder
• Coordinate with the office of Sheikh Nahyan (The Patron and President) on all related matters.
Responsible for the implementing and overseeing communications programs that effectively describes and promotes the organization and its products.
Assist in the preparation of presentations and speeches geared toward employees and consumers.
Provide supervision and direction to staff
Help organize staff gatherings, parties & events
Public relations professional who handles public communications
Help in media & press releases; organise & prepare press conferences for media, FIA & F1 drivers.
Coordinate logistics with various departments, assign various task to my media centre staff during events.
Work with PR & media team and other internal stakeholders to ensure optimal use of social media to represent company voice and engage with broader external community and the sport’s fans.
Assist internal communications in keeping the employees informed about issues that affect them and engage them in company’s initiatives.
Staffing, branding & managing the media centre. Handling admin & logistics and coordinating closely with FIA delegates.
Delivering first class customer service to more than 450 VIP international and regional journalists, media and broadcast.
Preparing press conferences for the champions/F1 drivers.
Meeting deadlines and react quickly to surprises.
Key Responsibilities
•Develop & ensure implementation of brand strategies designed for maximum brand penetration and profitability.
•Assist the marketing team in Development of marketing strategies, advertising & promotion budgets, media, events, PR related activities, and ensure implementation
•coordinating, managing and physically checking and approving venues, materials, F&B, set-up, logo banners, leaflets, products roll ups.
•motivate team members to work to their best potential
Event Management
•Organizing Board Meetings, Executive Committee Meetings, Management Meetings, Dinners & Receptions, In-house Client, Annual Staff Parties and Team-Building day out
•Arranging hospitality for all CEO meetings
Personal Qualities:
•Hard working, proactive team player capable of demonstrating initiative and good judgment
•Self-starter, efficient and discrete, good communication and interpersonal skills with a strong eye for detail. Capable of handling highly confidential documents
•Demonstrate excellent interpersonal, organizational and presentation skills. Have the ability to meet deadlines and pay attention to detail. Handle pressure well
Added Skills
•Fully proficient in all MS applications
•Confident telephone manner; capable of liaising with important corporate clients & VVIPs
•Proven track record of initiative and event management
•Selected as Service Quality Champion
Performed secretarial work, communication, maintenance of reports, documentation, coordinating with other departments and assisted in day to day routine matters.
Deftly handled the task of the various general administrative functions of the organization.
Ensured effective rendering of services to enable smooth flow of day to day operations; identified scope for process enhancements for improved services.
Entrusted with managing travel / accommodation arrangements for company executives and guests.
Actively involved in preparing customer database, weekly conf-call preparations and sending out calendar invite in the outlook.
Arranged bouquets and sending greetings cards to the employees/customers on behalf of the CEO
Collected and compiled various inputs for preparing of Sales weekly reports.
Ensured that the customer escalations are resolved within a given time frame in the organization.
Accountable for scheduling meetings, filing, drafting letters, attending phone calls, E-mails, Fax and Data feeding.
Key Responsibilities:
•Maintaining appointments diary and scheduling CEO’s business time
•Orchestrating travel arrangements for the CEO
•Coordinating MANCO meeting, Coordinating DAE Investment Committee Meetings with Governor
•Coordinating the CEO’s media interviews, Reviewing & fine-tuning press releases related to CEO
•Coach & Train subordinates reporting directly to me, delegate task under close supervision
Experience in assisting the top management over the years for completing their official assignments which involves checking the availability and convening periodical meetings for each of the Working Groups and Corporate Functions.
Skilled in maintaining a list of appointments / meetings scheduled on a daily basis and keeping track travel schedules.
Deftly managing all travel arrangements like ticketing, hotel bookings, travel expense reports and keeping travel record.
Handling all communications which entails maintaining a record of all office communications and responding to emails, complete and updated contacts and mailing list.
Proven experience in maintaining the files and other important documents with utmost confidentiality towards sensitive and personal information, implementing an efficient filing system wherein files/ documents can be retrieved instantly, handling the verification of all bills/ settlements internally with the accounts department.
Experience in assisting the top management over the years for completing their official assignments which involves checking the availability and convening periodical meetings for each of the Working Groups and Corporate Functions.
Skilled in maintaining a list of appointments / meetings scheduled on a daily basis and keeping track travel schedules.
Deftly managing all travel arrangements like ticketing, hotel bookings, travel expense reports and keeping travel record.
Handling all communications which entails maintaining a record of all office communications and responding to emails, complete and updated contacts and mailing list.
Proven experience in maintaining the files and other important documents with utmost confidentiality towards sensitive and personal information, implementing an efficient filing system wherein files/ documents can be retrieved instantly, handling the verification of all bills/ settlements internally with the accounts department.
updating flight manual
assisted the Cabin Crew