ليلى الرفاعي

• Provided high-level executive and administrative support, including calendar
management, meeting coordination, and preparation of reports, presentations, and
business correspondence.
• Managed office operations and administrative workflows, ensuring efficient
coordination between procurement, sales, logistics, and customer service functions.
• Coordinated with international suppliers and local clients, handling communications,
order processing, and documentation to ensure smooth procurement and delivery
cycles.
• Maintained accurate records and documentation, including contracts, invoices,
regulatory files, and compliance-related materials in line with medical trading
requirements.
• Supported sales and marketing activities administratively by managing client
databases, tracking orders, preparing quotations, and monitoring customer accounts.
• Assisted in financial and administrative control, including invoice processing, expense
tracking, and coordination with accounting for accurate reporting and audits.

• Overall responsibility for the smooth running of the directors office, ensuring that the
sections of managers are following the standards set by the director.
• Handling the correspondence, letters, and memos after getting the directors
instructions.
• Receiving calls, faxes, emails, couriers, and assisting in making the right action, or
directing the matter to the right person.
• Managing the departments internal meetings, writing the minutes of the meeting, and
following up the action plan.
• Staff attendance control and coordination with the HR department by using the RTA
software.
• Updating the RTA portal with the departments news and achievements.
• Archiving all the documents, agreements, and contracts in a professional manner.
• Member of the Innovation Auditing Committee.
• Processing and managing public suggestions.
• Handling various administrative tasks.

• Handling the chairmans correspondence.
• Managing the chairmans agenda and meetings schedule.
• Reviewing the business, legal, and services contracts and giving comments to the
chairman.
• Arranging the chairman trips (hotel, ticket, cash money, agenda, taxi driver etc.)
• Arranging the internal and external meetings and following up with the attendees for
the action plan.
• Translating documents from English and French to Arabic and vice versa.
• Filing important documents like contracts, agreements, MOUs, etc. as a hard and soft
copy.
• Cooperating with the HR and the finance department to proceed as per the chairmans
instructions.
• Handling the correspondence with the services of companies like insurance, fire
control, maintenance, and hotels.
• Managing three employees and giving them daily tasks.

• Providing secretarial support to the CEO and handling the correspondence to run the
daily operations.
• Translating from English to Arabic all the official documents like the annual financial
report, the annual meeting script and agenda, agreements, contracts, title deeds,
minutes of meeting and other documents.
• Translating from English to Arabic and vice versa the business correspondences for the
non-English speakers in the companys associates in Saudi Arabia.
• Collaborate with the Saudi management to share the information about the mutual
projects.
• Dealing with the governmental departments to get legal information and professional
approvals.
• Managing the shareholders relationship by providing them with information about the
companys updates and news.
• Handling the shareholders requests to sell or buy shares and obtaining shares,
certificates, and other related issues.
• Coordinating with the companys broker in London and providing specific information
about the shareholders.
• Providing specific information from the internet and the concerned governmental
departments to form a basic study for the forthcoming businesses and future planned
projects.
• Updating the information on the companys website and posting the news and
resolutions.
• Managing the companys proposals and handling general relations like the services,
the maintenance companies, tourism, and hospitality firms.

• Handling the correspondence in English and Arabic with the government departments,
and various companies, screening daily mail/faxes and e-mails for proper routine and
action
• Providing administrative support to the different sections in the department.
• Budget control: ensure that our expenses are within the limits and prepare financial
reports for the department quarterly.
• Handling the request of sponsorship, business proposals, services, and cooperation
proposals, making the right action as per the management advice
• Processing the purchasing requisitions using the company software to buy gift items
and specific materials.
• Handling payments and getting approvals to pay for sponsorship, advertising fees and
materials.
• Handling various administrative tasks.

• Providing full support and information to the Luxembourg investors and companies
about UAEs market and laws
• Providing full support to the Luxembourg companies who look for importers, partners
clients etc.…
• Holding meetings with the local clients on behalf of the Luxembourg companies and
coordinate with the two parties
• Encouraging the businessmen to invest in Luxembourg and provide full information
about the strong and attractive points in the business filed in Luxembourg.
• Handling all the preparation of the political, official, and business delegations to the
gulf area
• Providing full support for the Luxembourg participants in the exhibitions in UAE
• Full responsibility of the administration tasks (renewing the trade license, the leasing
contract, issuing visas, recruiting new staff)
• Handling all the financial works and general accounting including the monthly reports,
the annual balance sheet, the general expenses etc....)

• Handling the purchasing of stationery, consumable items, and equipment.
• Administration matters (Visas, Contracts, Salaries …).
• Commercial support (Contracts with clients, Meeting with agents preparing power point
presentations).
• Follow up a specific database on the Internet to update business information.
• Company visitors to UAE (Hotels and tickets booking, Visas, Organization of meetings).
• Handling the general accounts of payments, petty cash, and expenses.

• Dealing with the suppliers and processing the orders.
• Adding new items and new supplier information to the system (Logali).
• Updating the cost and selling price in the system.
• Following up with the suppliers concerning the delivery date, the quantity, and the
prices if they are not as ordered.
• Auditing the invoices, quantities, and prices.
• Making monthly and quarterly reports.