executive assistant to the ceo
Dubai national insurance company
Total years of experience :15 years, 5 Months
+ Preparing and editing letters, memos, minutes of the meeting, general
correspondence.
+ Handling the CEO calendar, scheduling appointments per business needs.
+ Providing all the administrative support to the CEO.
+ Screening incoming calls and correspondence.
+ Coordinate the Board of Directors Meetings, taking the minutes and the meeting.
+ Arranging and coordinating onsite and offsite meetings and events.
+ Ensuring the implementation of an effective filing system.
+ Receiving and managing the CEO’s office email.
+ Managing the reception of the CEO guests.
+ Arranging and coordinating travel arrangements for the CEO.
+ Preparing for Board of Directors Meetings and other Board Committee Meetings including: time management, agenda translation and preparation, meeting minutes translation.
+ Preparing and editing correspondence, communications. Providing general administrative support.
+ Coordinating constantly both EVPs schedules, making appointments and establishing agendas.
+ Arranging and coordinating onsite and offsite meetings and events.
+ Preparing Expense reports and claims.
+ Supports operations department of the company by supervising and insuring daily job duties are done by other teams.
+ Coordinating with the media team to ensure delivery of content is done on time.
+ Quality checking of all company’s products, (i.e. videos, images…etc.) to ensure meeting the set standards.
+ Run human resources department operations which include, hiring and training staff, reviewing applications, conducting interviews, processing visas, medical insurance and other paper work and providing on the job training.
+ Overseeing day-to-day operations of the office.
+ Performing quality assurance/checks and editing all content on the company’s website.
+ Coordinate with internal team to ensure the website performance is at best.
+ Manage relationships with almentor.net stakeholders and partners.
+ Respond to routine daily correspondence administrative work.
+ Generating weekly reports reflecting the production of almentor.net offices in Dubai and Cairo.
Key Achievements:
+ Supporting team in initial stages of starting up the company. This included, content population, content development, human resources tasks, and operations management.
+ Played the role of a joker for the first 6 months of the job.
+ Planned and created the manual SOP for the department.
Responsibilities:
+ Exercised management responsibility for ongoing compliance monitoring with the purview of the firm's code of professional conduct, policies, and procedures for vendors.
+ Managing and planning vendor’s relations.
+ Defining and establishing plans and processed for potential vendors procurement.
+ Driving partners satisfaction, retention thereby ensuring business growth.
+ Developing standard procedures for complaint resolution and crisis management.
+ Conducting background checks on vendors and compiling feedback for screening purposes.
+ Continually improving vendors’ experience by analyzing processes and compiling feedback.
+ Running performance analysis of internal teams members.
+ Providing potential leads to the sales system to drive growth.
Key Achievements:
+ Instrumental in winning several accomplishments and recognitions:
Built an advanced structured full supply chain management process and structure using FCPA standards
Instrumental in developing and establishing several systems and processes to improve working efficiencies and drive business growth
Established the “Total Plan for Data Quality Management” at ExxonMobil through Data Cleansing methodology
Setup a World Class POS to Suppliers across ExxonMobil Businesses.
Developed a detailed Internet marketing strategy for Group Businesses
Prepared a full customer journey map for Nissan Customers within Arabian Automobiles Co
Introduced and implemented a full Lead Management System
+ Defined and designed the end to end Strategic Business Plan for the Customer/Suppliers Management Process
+ Responsible for developing and enabling the entire Vender Management Process
+ Successfully defined the required integration requirements Vendors Outsourcing System
Key Responsibilities:
+ End to end office admin responsibility.
+ Led a team of more than 3 client care executives.
+ Handle administrative requests and queries from senior managers.
+ Organizing and scheduling appointments with admin software.
+ Planning meetings and taking detailed minutes.
+ Produce and distribute correspondence memos, letters, faxes and forms.
+ Provide general support to visitors.
+ Maintain computer and manual filing systems.
+ Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
+ Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Typing (English & Arabic)
- Filing
- Data Entry
- Translating documents (English/Arabic, Arabic/English)
- Prepare minutes of the meetings
- Respond to routine correspondence
- Coordinate meetings with other civil societies and non-governmental bodies
-Particpate inthe preparation of regional conferences that includes sending and following up invitations, taking care of logistic part of the conference (reservation of conference hall, hotel accommodation, booking at travel agencies, reserving catering, acting as a receptionist at the conference, etc...)
- Coordinate and follow up work with the Project manager
- Receiving Visitors
- Follow up day to day work with other staff
- Archiving
- Maintain an adequate inventory of office supplies
- Receive, direct and relay telephone messages and fax messages
GPA: 3.76 out of 4 Graduated with distinction
