Office Manager/ Personal Assistant
Smith&Nephew
Total des années d'expérience :16 years, 8 Mois
I am working as Personal Assistant to group of Senior Vice Presidents who are looking after MENA, Turkey, India, Emerging Market, Export. in addition to my office management role and administrative support, leading a team of two juniors. I have detailed my updated JD in the uploaded CV.
Administer and manage day to day business affairs in the office of SVPs.
Responsible on overall office administrative affairs and management of routine errands of the junior team such as Administrative Assistant and PR
Coordinate major meetings; draft agendas, distribute the meetings materials and reports ahead of time
organize trips for the SVP and senior managements
Approve daily expenses; ensure to meet the defined limit
Administer the flight and accommodation expenditure for new joiners; ensure the approval is obtained from the line manager within the budget limit
Responsible on visa employment processing, renewal of resident’s visa, and all HR relevant governmental applications
Ensure all office legal certificates and licenses are renewed on time, work closely with the governmental authorities such as JAFZA and Tecom Authority to keep up -to- date record of all formalities and regulations.
Conduct a cost analysis study for office suppliers and venders. Assess them in terms of quality and services, eliminate items as necessary
Responsible on updating the employees’ record through electronic storing system besides to the updating their data in the governmental authority
Update and renew the agreement with Implant travel agency, negotiate airfare rates with elite airlines such as British airways and Emirates
Standardize the preferred hotel list to be selected by group of employees and visitors as per their seniority. Ensure corporate rates are signed and agreed with hotels inside and outside Dubai
Ensure renewal of local and global insurances with the head office and through the insurance agency
Update office capex and asset management
Create manual of GSO procedures
Documents all administrative procedures for position in case of absence
Implement a paper and beverage recycling program with a goal of maximum participation
Manage an inventory control system every month
Conduct fire drills twice a year and implement a facility emergency plan and safety procedures
Conduct preventative maintenance on all machines on regular basis
Maintain the Fleet management for employees who are under company's vehicles rental or allowance
Construct local Travel policy to be in compliance with the global one
Responsible on renewal of office marketing campaign and publications
Create electronic archiving system to be accessed to all employees smoothly, secure high protection of confidential documents
Office Management and Administration Role:
•Review workflow and operating practices and procedures in order
•Screen incoming calls, letters, memorandums, emails, and reports
•Work proactively to provide a high standard of effective secretarial support
•Handle trip arrangements for staff, board members
•Maintain the business address database
•Maintain an acquisition program for the office asset
•Organise and manage both the physical and electronic filing systems
•Organise and coordinate conferences and events
• Liaise with the IT contractor for regular maintenance of office equipment
•Maintain the corporate account memberships with some organizations and healthcare magazines
Human Resources (HR) and Public Relations (PR) Role:
•Responsible for all employee on-boarding and off-boarding activities including all administrative, HR and IT set-up, and
•Act as the company PRO, responsible for office licensing and visas issuance
•Review staff time sheets to ensure accuracy and timeliness for payroll
•Ensure departmental policies are compliant with all applicable regulatory guidelines
•Prepare and submit visa applications for staff for travel
Accounting Role:
•Work closely with the auditor, submitting the monthly financial report of office expenditures
•Review the monthly spreadsheet expenses and update the sheet-log for staff reimbursement.
•Liaise with the Financial Analyst on developing the accounting procedures
•Responsible for office expenditure functions and budget control
•Successfully monitor the company’s account functions electronically
•Construct voucher expense template for cash/ bank expense
Project Support:
•Provide support to the consulting team on market research projects, such as translation of articles
•Assist the business development team in identifying and contacting Senior Healthcare leaders in Europe, Middle East and Africa
Patient Services:
•Act as the Patient Services Liaison for the Middle East, responding to patient enquiries
••Acted as a stand in Office Manager as the CEO concentrated efforts on sales and growth
•Arranged the CEO’s professional and personal affairs from filling forms, filing and organising official documents, such as bank and customer accounts, contracts, invoices, conference applications
•The manager’s first point of contact with people from inside and outside the organization, meeting and greeting visitors at all levels of seniority, also setting up their accommodation and transportation at their convenience. Organized and maintained diaries and scheduling appointments.
•Professionally maintained confidential information and determined the importance and credibility of information
•Managed all travel arrangements for the CEO such as the visa, airline tickets, accommodation and transportation for business and personal trips
•Arranged all office conferences and meetings including the board meeting
•Carried out background research and presented findings into subjects the manager is dealing with, such as strata management, and facility management. The presentations were often made during organized staff meetings and seminars with the CEO
•Handled all emails, faxes and the mail from both staff and clients, ensured an efficient and suitable response depending on their priority. I was responsible for all the internal communication between the CEO and staff
•Delayed tasks to other junior employees and followed up to ensure they were completed effectively Devised a document archiving system including an e-archive which included all business contacts, personal accounts, management documentation such as insurance, contracts and properties
•Assisted the COO in all his duties, including following up with team members to complete tasks Responsible for all correspondence and communication between the COO, staff and clients. This included handling correspondence & all office administration requirements such as faxes, mails and emails
•Effectively use the tools of Microsoft Office for spreadsheets, letters and presentations
•Screened telephone calls, enquiries, and requests, and handled them when appropriate
•Organized and managed all documentation, including client files and computer-based information
•Organised and attended all meetings in which the COO participated, also taking the minutes of management meetings and follow up with the Event Executive team regarding any action items
•Managed travel arrangements such as visa, ticket, and accommodation
•Devising a documents archiving system including an e-archive which included all business contacts, personal accounts, management documentation such as insurance, contracts and properties.
•Assisted the management team in their day-to-day office work, word processing and executive secretarial support.
•Prepared all presentations needed for the launching of the company projects.
•Managed all the agencies involved in marketing and advertisements.
•Responsible for preparing all the documents needed for issuing the buyer's contracts and follow up with the clients in their payment schedule.
•Ensured proper archiving for all documents, fully managing the filing system.
•Handled correspondence & all office administration requirements such as faxes, mails and emails. Effectively use the tools of Microsoft Office for spreadsheets, letters and presentations.
•Prepared and organized office meetings.
•Devised and maintained office systems to deal efficiently with paper flow. Handled the confidential office documents such as the bank statements and finance requirements.
Operating System: Windows 2000-Windows XP. Software packages: MS Office (Word, Excel, Power point, Outlook, internet).
received the Basel prize for three years as occupied the first and second degree during the first three years in the university, and identified by the second degree award in the graduation year. as well, worked as a private tutor to help students in different levels reach their educational goal and improve their ability to reach their maximum potential