Executive Assistant to deputy CEO and vip relation executive
Abdul Samad al Qurashi
Total years of experience :15 years, 1 Months
• Assisting deputy CEO in managing all aspects of his role and assisting in furthering the objectives of the Firm.• Managing and coordinating the daily activities of the Deputy CEO to ensure time is effectively planned and scheduled to meet the requirements of the firm and clients.• Preparing reports and minutes of meetings.• Responsible for travel arrangement, hotel booking and VIP services.• In charge of dealing with the hotels and ensure the best corporate rates for the organization and VIP services.• Responsible for all duties on a business and personal level.• Support Marketing team on special projects with influencers.• Act as main point of contact for VIP enquiries.• Aware of all key clients and contacts.
TRE is a subsidiary of CBI a leading bank in the UAE. http://www.cbiuae.com/
Highlights: Event Management
• Chief coordinator for all events in the organization.
• Recognized for making excellent arrangements for corporate meetings and lunches with special focus on maintaining high standards in guest reception, registration, agenda, technical arrangements at the venue, other amenities at the auditorium and post-event interaction or entertainment programs.
• Enthusiastic and adept at arranging exciting internal events including farewell parties (3 events), employees birthday parties, Ramadan Suhoor (4 events).
• Attend several real estate events, cityscape exhibitions as company representative. Known for maintaining and promoting a positive corporate image of the company when dealing with various external entities and the general public.
Responsibilities
Personnel Management & HR Support
• Control documents including office contracts ensuring safekeeping and on time renewals.
• Coordinate and manage workload of staff of leasing and premises departments.
• Supervise staff ensuring attendance, punctuality, professional standards and adherence to company procedures.
• Interface with HR department to issue various documents - salary certificate, no-objection certificate and experience certificate - requested by employees.
• Identify and fulfill employees’ training needs in coordination with the training department.
Administration
• Manage external communication of the GM’s office ensuring accuracy and clarity in all exchange of information.
• Arrange daily appointments of the GM providing support in effective time management.
• Deal with highly sensitive company data and personal information ensuring strict confidentiality.
• Analyze market research data and prepare reports, presentations and follow up correspondence.
• Translate documents from Arabic to English and English to Arabic as required.
• Monitor on time preparation and submission of reports like rent status, visit and maintenance reports.
• Prepare Management Contracts and Tenancy Contracts on the EJARI system.
• Create quarterly overviews of the UAE real estate market.
• Liaise with the administration department for renewal of commercial licenses.
• Develop and sustain productive relations with colleagues, supervisors and general public.
• Plan and ensure availability of adequate stocks of all office supplies.
• Execute other related duties as assigned by the management.
Al Waleed Real Estate is a leading real estate development company in Dubai UAE. http://alwaleedre.com/
Highlightsu**: Event Management
• Extensive experience in making classy arrangements for business lunches, Ramadan Iftar, designing marketing material and selecting corporates gifts for important clients.
• Company representative at Cityscape exhibition.
Responsibilitiesu**
Sales and Marketing
• Interfaced with clients to gather market and client requirements and reviewing projects and contracts ensuring customer service and satisfaction.
• Organized photo-shoots and managed the production of marketing materials including leaflets, posters, roll-ups, flyers and lanyards. Ensured efficient and optimum distribution of marketing materials.
• Coordinated the procurement of company’s corporate gifts to meet promotional requirements.
• Coordinated with marketing department for organizing and participating in events and exhibitions.
• Maintained an up to date and comprehensive mailing database.
Secretarial Support
• Reported to the CEO and ensured efficient operation of the office by scheduling appointments, managing correspondence and coordinating with visitors and customers.
• As custodian of departmental documents including the CEO’s documents, managed a highly organized filing system ensuring safekeeping, archiving and retrieval ensuring high levels of confidentiality.
• Coordinated with departmental heads and other managers on issues and mattes taken up by the CEO.
• Managed maintenance of all office equipment and inventories of supplies and materials for smooth office operations.
• Researched data and information and produced a variety of reports and documents required by the CEO.
• Assigned work to clerical staff and monitored activities to complete various projects on time achieving predefine objectives.
• Coordinated and ensured all aspects of confidentiality and information security in the department.
Brainstorm for Investment is a leading creative boutique agency. http://www.brainstorminv.com/
Highlightsu**: Event Management
• Managed high priority tasks for important exhibitions, product launch events and social functions. Planned, mapped requirements, designed brochures, prepared presentations, interacted with key clients and ensured productive results in line with preset performance parameters.
• Coordinated with the marketing department for arranging and managing company events.
• Proactively handled internal events like employee fun and frolic day.
Responsibilitiesu**
Office Administration & Secretarial Functionsu**
• Reported to and assisted both the Chairman and the Group Operation Manager (GOM).
• Produced required informative documents through effective manipulation of text, data and graphics.
• Supported the GOM in time management by coordinating correspondence, preparing letters and documents, collecting and analyzing data and initiating telecommunications.
• Planned and scheduled meetings, conferences, teleconferences and travel as per the GOM’s appointment schedule.
• Represented and spoke for the GOM at meetings in his absence.
• Dealt with walk-in and telephone queries by guests and customers assuring prompt and courteous service.
• Ensured confidentiality of customer and company information to protect operations.
• Ensured information security by completing scheduled database backups.
• Archived and retrieved historic information, reports and minutes of meetings to meet operational requirements.
• Managed office supplies by monitoring stocks and consumption, planning replenishments, ordering and expediting, controlling receipts and evaluating new office products.
• Ensured smooth operation and availability of office equipment by coordinating preventive maintenance and repairs and maintaining required inventories. Evaluated new office equipment and techniques.
• Collected and analyzed information and prepared various reports.
Patchi manufactures and markets an exclusive range of handmade chocolate gift collections. http://www.patchi.com/
Highlightsu**: Event Management
Anniversary Gala Dinner
• On the occasion of the company's 5th anniversary, arranged a magnificent Gala dinner to celebrate the red-letter day. Handled the entire set of responsibilities from venue selection, decoration, lighting arrangements, seating capacity planning and other amenities.
• Prepared the script for the master of ceremonies according to event flow, wrote speeches, designed certificates of appreciation, designed and arranged for awards to be presented at the event.
• Ensured that the event invitations reached all guests and media people, also updated the company newsletter to include this event.
• Managed other backstage activities.
Wedding Fair - A grand three-day event
• Responsible for liaising with the advertising agency, manage the design and production of stalls and booths, ushers casting, uniform, display and decoration, VIP gifts and other tasks to formally welcome VIP and company clients.
• Chalked out crisis management policies, delegated tasks and ensured that the event was on schedule and was successfully completed.
Responsibilitiesu**
Secretarial Support
• Reported to the General Manager and provided a full range of secretarial services.
• Prepared all correspondence, reports and materials for publications and presentations.
• Managed the itinerary and made travel arrangements for the GM.
• Coordinated all arrangements for accommodation and entertainment of company visitors.
• Managed the front desk of the GM’s office including screening of incoming telephone calls and acting as the first point of contact for callers.
• Organized meetings and conferences; prepared and circulated agendas and minutes.
• Coordinated supply chain activities to meet daily requirements of branches including liaison with the factory, documentation and logistics/air freight arrangements.
• Prepared annual sales reports.
Art Lab conducts degree and diploma programs in different branches of cinema in association with the Centre for Adult and Continuing Education, American University in Cairo
Highlightsu**: Event Management
Graduation Ceremony (1 event)
Project Evaluation Ceremony (15 events)
• Splendidly handled these events: Graduation Ceremony and Film screening & Jury Evaluation.
• In-charge of the entire spectrum of activities including budget, preparing list of invitees, guests of honor, designing certificates of appreciation, press note, catering, equipment hire, decoration and entertainment.
Responsibilitiesu**
Event Management
• Managed all end-to-end aspects of management for various events of the Academy.
• Prepared list of invitees and guests of honour, coordinated invitations and guest management.
• Coordinated preparation of all materials like Certificates of Appreciation.
• Liaised with invited internal and external members of juries for evaluation of student projects.
• Managed event budgets, press coverage, event schedule, equipment hire, decorations, catering and entertainment.
Administration
• Reported to the Academy Chief and liaised with faculty on faculty tutoring as part of Learning Centre services.
• Promoted Learning Centre services and assessed and reported effectiveness of services.
• Ensured licensing/accreditation status of the Learning Centre.
• Maintained statistical records for all educational activities and prepared required reports and updates.
• Planned and ensured availability of all education materials and teaching tools.
• Managed issue and usage of teaching kits on loan to teachers.
• Developed and updated lesson plans, workshops and updates of existing programs.
• Coordinated issue of course certificates to students.
Other Assignment u**
• 6 months, PA to the Board Chairman, Auto Moto TV, Cairo Egypt (Jun 2009-Dec 2009)
Diploma in Event Management and Innovative Marketing Active participant in several events during the course of academic development between Sep 2013 and Aug 2014. Gained hands-on experience by contributing to all events at the Institute: • Alessandro Safina Concert • Omid Djalil Stand-up Comedy Show • Enigma Bazar • Formula 1 • Winchester School Carnival
Bachelor of Arts (BA), Mass Communication Professional Development Trainings • Risk Awareness, CBI Training Centre • Time Management, CBI Training Centre • Tawtheeq (Tenancy Contracts Registration) System, Abu Dhabi Municipality • EJARI System (Regulation and Facilitation of Rental market in Dubai), Dubai Real Estate Institute (DREI) • Business English course, British Council, Dubai • Event Management, Spearhead Training, Dubai, 2008 • English Conversation Course, American University in Cairo (AUC) • Computer courses – MS Office (Word, Excel, PowerPoint), Internet