Office Manager
FINPRO
Total years of experience :20 years, 11 Months
• Took a key role in organizations policies and decisions.
• Demonstrated self-motivation and initiative and work under limited guidance/supervision
• In charge of office administrational duties
• Strong in daily calendar management and coordinating with the staff for the meetings in different levels
• Coordinated projects and assisted in arranging events with the Embassy of Finland.
• Proactively after follow-ups with companies done after the events
• Support in managing FLF operations in the Gulf in accordance with agreed targets
• Liaise with corporate suppliers, clients and agencies
• Maintain and update corporate website and records
• Develop agendas for corporate meetings and take minutes of the meeting..
• Liaison between all impacted departments to ensure proper communications and reporting
• Expertise in making travel arrangements both for national and international trips in coordination using company Travel policy
• Responsible for preparing travel expense reimbursements
• Consolidation of reports for the department
• Provide executive- level administrative support to the MD & Business Development Directors.
• Managing a very active & complex dairy of the MD and the team and ensuring no conflicts on the calendar. Organizing and scheduling meetings.
• Coordinated projects and events exercising ability to improvise, improve procedures, and meet demanding deadlines.
• Liaison between all impacted departments to ensure proper communications and reporting practices and arranging hot desks for the MD at the designated offices.
• Plan and coordinate corporate luncheons, and develop presentations for related on-site and off-site meetings.
• Organize the details of special events, trainings and managing the billing process
• Arranging and managing complex travel itinerary including but not limited to ticket and hotel bookings, visa processing and other documentations related to the travel and ensure that it is in compliance with the company’s international and Local Business Travel Policy using the online tool and with the Travel agent.
• Arranging accommodation for the MD and the team members during travel local and international keeping the company policy in mind
• Responsible for preparing travel expense reimbursements in line with the company’s International and Local Business Travel Policy
• Process monthly expense reports reflecting supporting documents and budget code indexes for the CFO and the team members
• Consolidate reports for the MD
Executive Assistant - Finance Department (Temp Position) July’14 - Oct 14
GDF Suez Energy (World’s leading independent Power generator)
• Provide executive- level administrative support to the CFO of SAMEA region and 5 direct reports.
• Managing a very active dairy of the CFO and the team members and ensuring no conflicts on the calendar.
• Coordinated projects and events exercising ability to improvise, improve procedures, and meet demanding deadlines.
• Liaison between all impacted departments to ensure proper communications and reporting practices.
• Plan and coordinate corporate luncheons, and develop presentations for related on-site and off-site meetings.
• Organize the details of special events, trainings, complex travel arrangements, corporate agendas and itineraries using the online tool and coordinating with the Travel agent.
• Arranging accommodation for the CFO and the team members during travel local and international
• Process monthly expense reports reflecting supporting documents and budget code indexes for the CFO and the team members
• Supported the EVP - Head - Strategy IT & Communications arranging travel and diary management
• Assisting the Business Development team with preparing documents for BID
DWTC (Dubai World Trade Center a Semi Government Organization) -One of the largest provider of Value Added Services.
Provide Secretarial assistance to the Vice President & 2 Directors of the Real estate dept.
Managing day to day operations of the office.
Schedule meetings and appointments and take minutes of meetings.
Attending to visitors, and assist in travel arrangements of the Directors, Expense reimbursements etc.
Act as a first point of contact for all enquires to the manager’s office. Review and prioritize manager’s email and respond where appropriate. Handle faxes, letters etc. and telephone calls external and internal.
Organize and maintain diary for the 3 Managers and schedule appointments and thereafter organize meetings and make necessary arrangements to support effective meetings e.g. IT requirements, room layout, catering requirements.
Provide all necessary information including agendas, pre-reading and follow up of pending information.
Action’s to ensure the managers are fully prepared for meetings.
To prepare and update spreadsheets, documents, reports and presentations on behalf of VP.
Preparing monthly department reports for the MDR presentation.
Organize the existing files in a professional and orderly manner and maintain them on a regular basis and create/update database of contacts.
Maintain & track team leave and deal with any queries from team members.
Create and manage effective filing system and paper flow, organizing and storing paperwork, documents and computer based information.
Raise and track PR requests from the line managers.
Maintain the office environment to an acceptable level to reflect a well-managed and professional office environment.
Prioritize workload
Early Years Education Group
Provided executive and administrative support to the Chairman by performing the following:
Answering incoming phone calls and in person inquiries from parents and colleagues; treated each person with courtesy and respect and provided information as required.
Direct handling of accounts and efficient scheduling of meetings, schedules and appointments.
Adeptly handle incoming communications and respond to internal requests for information on a timely basis. Handle sensitive and confidential information with discretion.
Responsible for coordinating all travel arrangements directly with travel agents.
Managed office responsibilities in absence of the Headmistress.
Effectively performed and managed all executive level administrative tasks such as drafting of official letters to companies and banks, handling of petty cash and on the spot handling of tasks as assigned.
courses: Continuing Education & Training • MS Office Applications Nadia’s Training Institute, Dubai Working Knowledge of Lotus notes, Oracle, protel • Secretarial & Executive Office Assistant*
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