Office Manager, CEO Office
ASTAD Project Management
Total years of experience :25 years, 6 Months
Responsible for the organization and coordination of Board of Directors Executive Committee, all CEO office operations, procedures and resources to facilitate organizational effectiveness and efficiency, Arabic translation of corporate website, Arabic proof reading \[i.e. Board of Directors meeting minuets, reports, presentations, press releases and government entities letters\].
Responsible for the organization and coordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency.
Assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff
Allocation of resources to enable task performance
Coordinate office staff activities to ensure maximum efficiency
Organize orientation and training of new staff members
Coach and train office staff in different facets of work
Design, implement and maintain filing systems
Establish procedures for record keeping
Ensure security of data through maintenance of its CIA aspects (Confidentiality, Integrity, Availability)
Ensure office policies and procedures are being adhered to
Analyze and monitor internal processes
Implement procedural and policy changes to improve operational efficiency
Prepare operational reports and schedules to ensure efficiency
Monitor and maintain office supplies inventory and Asset Management tools
Manage internal staff relations
Coordinate and follow up with fellow PA team members on the assigned tasks
Handle the President’s calendar for internal and external appointments
Maintain the department’s leave plan and training schedule
Act as a focal point for the departmental messenger to ensure smooth delivery and flow of his schedule according to availability
Handle all routine and non-routine business correspondences
Collect the departmental event calendar to ensure that the team is properly coordinated and aligned in each section’s events
Organize travel arrangements for the President and the Executive Team
Work closely with Department Managers and Section heads and assist in discussing any projects under media, publications, communications, conferences and exhibitions which might require the President’s input and involvement
Handle the departmental bulletin board and serve as focal point in providing updated information Assist on sponsorship on conferences, events, sport matches, school events, etc.
Assist on sponsorship of conferences and events.
Handle translation of documents from English to Arabic and vice versa.
Perform administrative duties related to Human Resources \[i.e. employment contracts, induction, leaves, final settlement, letters to various bodies, immigration formalities etc., \]
Create and maintain filing systems
Handle all office correspondences.
Answer telephones and handle in an appropriate manner
Maintain Managing Director's calendar.
Co-ordinate with the various departments of the company
Follow-up the assignments provided to various departments in the company
Setup Managing Director's travel arrangements
Handle all the arrangements for the company’s international Visitors
Assigned as the BOD secretary and in charge of all documentation and preparation of the Board Meeting.
Summaries of Responsibilities as Project Manager in 2004 for Al Jazeera Web Portal
Coordinate with Al Jazeera Satellite Channel for tapes and telecasts of daily interactive programs \[interviews, special programs\].
Record, edit and final proof of data to be published on the Portal.
Transcribe audio material from the recording studio into digital word format for publication onto Aljazeera’s web portal.
Focal point between Al Jazeera.net and Afkar to ensure the quality produced met with the clients requirements in terms of quality and time schedules \[i.e 72 hours from actual broadcast\].
Coordinate with the client for receipt and submissions.
Prepare monthly reports on the workflow for Executive Management.
Prepare invoices for the client and reviews and approve invoices for the subcontractor.
Preparation of work flows, report formats and user manuals for use of website and internet.
Translated documents from English to Arabic
Responsible for monitoring the receipt, control and distribution of all incoming and outgoing documents as specified in the procedures manual
Maintain up-to-date Database register showing document details and revision status
Prepare transmittals, track sheets, letters and other documents
Ensure movements of drawings/documents for proofs and finalization to the department prior to sending it to the press
Liaise with overseas distribution agents, prepare reports for reconciliation
Ensure all client details, documents, drawings and correspondence is duly filed according to the filing system as specified
Handle Material Coordination between the production departments and vendors within the Middle East
Promoted to Training Coordinator in 1996
Responsible for preparation, design and implementation of programs related to Competency Management.
Arrange training for internal employees and external contracts.
Arrange Flight and Hotel reservations.
Ensure all details in terms of study material, computers, projectors, refreshments etc., are arranged well in advance.
Assigned on an overseas project to Saudi Arabia in 1998 as a Branch Manager to set up the office and related logistics.
Summaries of Responsibilities:
Setting up the office based on the laws and regulations of KSA Government Authorities.
Procurement of all office-related equipment.
Coordination with manpower agencies for human resources.
Interaction with clients.
Design & Maintain an up-to-date database
Relocated to Egypt as the Asst.Manager Corporate reporting to the General Manager in 1999.