Personal Assistant to the Director&Financial Advisor
Tarek Nour Holdings
Total years of experience :21 years, 9 Months
Accomplishing organization goals by accepting ownership for accomplishing new and different requests.
Exploring opportunities to add value to job accomplishments.
Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
Preparing financial and business related analysis and research.
Draft consolidated forecasts and budgets and analyzes trends in revenue, expense, capital expenditures and other related areas.
Develop financial review templates and meetings.
Devise debt liquidation plans that include payoff priorities and timelines.
Implement financial planning recommendations.
Determine current income, expenses, insurance coverage, tax status, financial objectives, risk tolerance, and other information needed to develop a financial plan.
Monitor market trends.
Make recommendations in areas such as areas as cash management, insurance coverage, and investment planning.
Sell financial products.
Review accounts and plans regularly to determine life changes that would affect financial strategy.
Collect information to determine their eligibility for specific financial aid programs.
Convene with clients' other advisors, including attorneys, accountants, trust officers, and investment bankers, to fully understand clients' financial goals and circumstances.
Open accounts and disburse funds according to financial goals.
Job responsibilities:
Principal Accountability & Responsibility:
-Calendar management, meeting and appointments
- Manage and maintain the Head and MD calendar and be able to prioritize and monitor any schedule/diary conflicts
- Plan and schedule meetings and appointments for both internal and external meetings, conferences and business travel
- Update the Head and MD of upcoming deadlines for both internal & external commitments and engagements
Internal and external office communications
- To attend and prepare minutes and records of various Weekly/ Monthly meetings (Project Management & Technical meetings). To distribute the minutes of meeting on a timely basis and to follow up actions when relevant. To prepare the next meeting by collecting and providing relevant materials.
- Arrange for distribution of correspondences on a timely basis
- Follow-up on incoming and outgoing correspondences with Employees, Internal memos. Review the applicability and priority of correspondences, reports and other documents and to highlight any urgent correspondence
- Filter information, communication and taking appropriate action by escalating or redirecting based on the Head and MD direction in order to manage their time efficiently
- Coordinate meetings, discussions and appointments including preparation of materials for discussion and other amenities
Record keeping and File Management
- Maintain and control an accurate and complete record of documents and correspondences in Database
- Manage an organized filing system for efficient data retrieval. Ensure that the necessary documents such as records of correspondences, memos, minutes of meetings, project papers, reference materials and data/ information back-up are readily accessible when required
- Manage and maintain the Head and MD contacts database and to ensure that it is up-to-date
Reporting and Monitoring
- Ensure timely and accurate preparation of documents, reports, papers and presentations for upcoming meetings/ appointments
- Develop and maintain periodic reporting for the Head and MD office as and when required
Office Management
- Leadership for the Secretarial/ Administrative/ Document Control staff by monitoring the procedures/ providing guidelines to ensure that it is relevant to the operational needs
- Maintain overall knowledge of attending site visits and keep abreast of the development
- Manage and enhance relationships with the relevant internal & external partners, associates and any other relevant organizations/ bodies
- Maintain a flow of information to colleagues and other co-employees while maintaining confidentiality or sensitive information and interact professionally with all levels of management, staff, business associates, partners and the Employer representatives at all times
- Undertake other important ad-hoc assignments and entrusted responsibilities that may arise due to work contingencies.
- Delegating tasks to junior employees
- Organizing induction programs for new employees
- Ensuring that health and safety policies are up to date
- Handling staff recruitment and appraisals
- Attending meetings with Executive and senior management
- Keeping personnel records of all the team.
- Dealing with incoming email, faxes and post, often corresponding on behalf of the manager
- Carrying out background research and presenting findings
Job Responsibilities:
Calendar Management
- Oversees and manages President’s & COO’s daily schedules
- Facilitates communication within the organization, skillfully manages global work
across time zones
- Coordinating conference calls
- Prioritizing and preparing for upcoming meetings/trips/fundraising events
- Arranging regular communications and updates with Senior team members
Email and Contact Management
- Monitoring progress of Operations against deliverables, timelines, and budgets
- Screening email inboxes of COO and President in addition to their own, prioritizing all
key contacts and messages
- Providing technical expertise to ensure synching across team/ platforms/ devices
- Manages vendors to ensure execution and fulfillment of contracts and partnerships
- Leading the processing/routing of appropriate in-bound enquiries regarding
opportunities for engagement
Travel and Expenses
- Managing/Planning/Executes all travel arrangements
- Providing full itineraries in Calendar and circulates as necessary
- Assisting as needed for any other team members, founders, board members traveling
- Managing re-imbursement process for CFO
Coordinating CWR Founders Gatherings & Board Meetings
- Preparing and providing monthly updates for the Founders with assistance and
direction from Development Director and COO
- Coordinating global Founders gatherings 2-3 times a year, liaising with their teams as
appropriate
-Scheduling board meetings and ensuring all materials are collated and sent to
participants in good time
Local Activity Assistance
- Coordinating and organizing Network Engagement events, often taking the lead
organizational role when they occur locally
- Scheduling board meetings, coordinates board members’ and Senior team members’
calendars, and manages logistics, schedule, and materials
Other ad-hoc assistance as befits a startup organization
-Taking initiative to provide additional support for projects, working closely with the
CWR Team and focusing on implementation of solutions
Job Responsibilities:
-Answering telephones and give information to callers, take messages, or transfer calls to appropriate
individuals.
- Preparing Tenders including quotations, cover letters, index, e.t.c.
- Keeping track of all quotation expiry dates and deliveries due date for our customers.
- Responding to all inquiries and keeping records soft and copy of all Egypt/Jordan & Turkey individual
customers. Ex: Khalda, GPC, Abu Qir, Gupco, Brullus, Petrobel, Bapetco, Suco, Zeitco. BP Jordan, ATA-SU PETROL LTD, Shell Turkey and TPAO
-Complete forms in accordance with company procedures.
-Compose and distribute meeting notes, routine correspondence, and reports.
-Locate and attach appropriate files to incoming correspondence requiring replies.
-Mail newsletters, promotional material, and other information.
-Maintain scheduling and event calendars.
-Make copies of correspondence and other printed material.
-Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
-Schedule and confirm appointments for clients, customers, or supervisors.
- Maintaining and devising office systems, including filing, data management etc (Updating files on our servers)
- Preparing weekly Minutes of Meetings and any other when needed.
- Distributing and sending courier to the addressed destination.
- Keeping records to all PO’s of previous years and upcoming years of all inside and outside customers.
- Arrangements for Meet & Greet of all guests + all employees, Hotel reservation and visa issuing.
- Preparing Visa Letter for any employee travelling for an outside job.
-Marking my calendar upon rotation occurring between engineers in required sites.
Job Responsibilities:
-Complete forms in accordance with company procedures.
-Compose and distribute meeting notes, routine correspondence, and reports.
-Locate and attach appropriate files to incoming correspondence requiring replies.
-Mail newsletters, promotional material, and other information.
-Maintain scheduling and event calendars.
-Make copies of correspondence and other printed material.
-Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
-Schedule and confirm appointments for clients, customers, or supervisors.
- Maintaining and devising office systems, including filing, data management etc (Updating files on our
servers)
- Preparing weekly Minutes of Meetings and any other when needed.
- Distributing and sending courier to the addressed destination.
- Keeping records to all PO’s of previous years and upcoming years of all inside and outside customers.
- Arrangements for Meet & Greet of all guests + all employees, Hotel reservation and visa issuing.
- Preparing Visa Letter for any employee travelling for an outside job.
-Marking my calendar upon rotation occurring between engineers in required sites.
Job responsibility
-Screening telephone calls, and handling requests, and inquiries, when appropriate.
-Maintaining and organizing diaries and planning and scheduling proper appointments and meetings.
-Dealing with incoming calls, post, email, and faxes, and taking minutes and dictation in meetings.
-Creating spreadsheets, composing correspondence, managing databases.
-Creating presentations, documents, reports, and using digital graphics and desktop publishing software.
-Organizing meetings, attending them and ensuring that the manager is well geared up for meetings.
-Making decisions and assigning work to other staff members in the absence of manager, and deputizing for the ambassador.
-Conducting research and disseminating information through telephone, websites, mail services, and e-mail.
-Maintaining and devising office systems, including filing, data management etc.
-Coordinating a variety of travel, meetings and other calendar appointments, Requiring interaction with both internal and external contacts.
-Filtering emails, highlights urgent correspondence and details and prints attachments and present them to the Chairman in a manner that allows him the appropriate time to follow up or take necessary actions.
- Anticipating Office’s needs and preparing required materials for conferences, meetings, calls and various appointments.
- Presenting a daily folder to the ambassador of papers to be signed and or reviewed. Informs, advises, and collects information and details to help troubleshoot issues or matters of concern that are presented to the ambassador.
- Reading, understanding and or interpreting guidelines, publications, regulations, practices and directives and taking action and or refers information to the appropriate sources such as GM’s and Managers as appropriate for further action. Following up on status and reports progress to the ambassador accordingly.
- Schedules on behalf of the ambassador meetings between her and her direct reports and the committees and groups which report directly to her.
- Notes commitments made by the ambassador and or sources during meetings; arranging for implementation and follow up.
- Filter general information, queries, phone calls, and invitations by directing or redirecting to the appropriate persons or departments
- Manage the process of calling for briefing on behalf of the ambassador from the start to finish ensuring that she is fully prepared and briefed for all matters and engagements.
- Maintain and keep an accurate record of papers and electronic correspondence on behalf of the ambassador.
- Draft and prepare correspondence on behalf of the ambassador, including the drafting of general replies.
- Assist Managers and staff as directed with the creation of reports, presentations, etc. including researching compiling and developing necessary information and materials.
- Assist with annual budget reviews and process including task associated with developing, monitoring and reporting financial and Target or KPI data.
- Ensure guests meeting the ambassador are greeted and received properly thus ensuring a positive professional impression of the ambassador and her Office.
- Provide and accommodate assistance to the ambassador that is in line with her work habits and preferences.
Job responsibilities:
-Create job descriptions.
-Lead the creation of a recruiting and interviewing plan for each open position.
-Efficiently and effectively fill open positions.
-Conduct regular follow-up with managers to determine the effectiveness of recruiting plans and
implementation.
-Develop a pool of qualified candidates in advance of need.
-Research and recommend new sources for active and passive candidate recruiting.
-Build networks to find qualified passive candidates.
-Post openings in newspaper advertisements, with professional organizations, and in other position
appropriate venues.
-Utilize the Internet for recruitment.
-Post positions to appropriate Internet sources.
-Improve the company website recruiting page to assist in recruiting.
-Research new ways of using the Internet for recruitment.
Use social and professional networking sites to identify and source candidates.
Job Responsibilities:
-Answering telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
-Complete forms in accordance with company procedures.
-Compose and distribute meeting notes, routine correspondence, and reports.
-Locate and attach appropriate files to incoming correspondence requiring replies.
-Mail newsletters, promotional material, and other information.
-Maintain scheduling and event calendars.
-Make copies of correspondence and other printed material.
-Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
-Schedule and confirm appointments for clients, customers, or supervisors.
-Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
- -Recruiting and staffing.
-Organizational and space planning.
-Performance management and improvement systems.
-Organization development.
-Employment and compliance to regulatory concerns.
-Employee orientation, development, and training.
-Compensation and benefits administration;
-Employee safety, welfare, wellness and health, charitable giving and employee services and counseling.
Job Responsibilities:
-Complete forms in accordance with company procedures.
-Compose and distribute meeting notes, routine correspondence, and reports.
-Locate and attach appropriate files to incoming correspondence requiring replies.
-Mail newsletters, promotional material, and other information.
-Maintain scheduling and event calendars.
-Make copies of correspondence and other printed material.
-Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.
-Schedule and confirm appointments for clients, customers, or supervisors.
-Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
- -Recruiting and staffing.
-Organizational and space planning.
-Performance management and improvement systems.
-Organization development.
-Employment and compliance to regulatory concerns.
-Employee orientation, development, and training.
-Compensation and benefits administration;
-Employee safety, welfare, wellness and health, charitable giving and employee services and counseling.
2000 – 2004 6th of October University- Cairo (Faculty of Computer Science) Bachelor degree in Computer Science and Information System Major: Computer Science - Degree: Good Project Degree: Excellent 1998-2000 The American International School-Abu-Dhabi G.P.A 3.00