Executive Assistant & Office Manager
Spec Brite Group
Total years of experience :15 years, 4 Months
Directly reporting to company owner; Chairman/CEO
Managing Travel arrangements for Chairman/CEO and all other managers
Managing Chairman/CEO’s calendar, meetings and appointments and agendas
Responsible in managing Chairman/CEO’s communications
Responsible for follow-ups for all distributed tasks, and make sure that all are meeting their deadlines
Preparing reports for business partners
In charge of Human Resource (HR)
Serves as the primary point of contact and liaison with other departments and individuals
Prepare and send out memos
Preparing minutes of meeting, distributing, and its follow-ups
Managing incoming and outgoing files including confidential documents
In charge of summarizing all utilities to be sent to accounts for payments
Follow-up on day to day operations
Managing the revision of Agreements with clients and distributor
Other secretarial duties
Directly reporting to Executive Management in UAE office, and assisting the rest of company Board Members coming from Germany and other offices in the Middle East.
My duties and responsibilities in the company are as follows:
- In charge of travel arrangements for Board Members
- Organizing and filing all important and confidential documents
- Managing Executive Management’s calendar
- Organizing management meeting and appointments
- Prepares minutes of meeting and distribute accordingly
- Prepare organization charts and presentations
- Coordinate with our Middle East and Germany offices
- Other secretarial duties
AlMansoori Specialized Engineering - Wireline Services May 2009-Present
Secretary to Wireline Services General Manager
AlMansoori Specialized Engineering LLC
Musaffah Corniche Rd. - Industrial Area
Abu Dhabi, U.A.E.
Roles & Responsibilities:
◘ Personal Assistant to the General Manager
◘ Prepares the GM’s monthly reports to the Deputy CEO and the CEO
◘ Responsible in managing his communications, travel and meeting appointments
◘ Gathering all the reports from various locations including from international operations and summarize
◘ File incoming and outgoing documents. Monitor fax and allocate to all concern
◘ Works as the Division’s Event and News Letter Coordinator
◘ Assisting Administration Department in managing all personnel files
◘ Directly involve in hiring and termination process
◘ Assists, and if needed, approve capital and non-capital LPO’s and GRN
◘ Keeping soft & hard copy of confidential files including the contracts from GM’s office
◘ Prepares minutes of meeting and follow through on action plans
Career Highlights:
◘ Promoted from Clerk to Administrative Assistant to Secretary within 5 years
◘ Design a basic but highly efficient recording system for contracts
◘ In collaboration with other teams, produced quality reports for the department
◘ Initially detailed as a Clerk but performed tasks for five (5) Project Managers, three (3) Country Operations Manager, one (1) Senior Operations Manager and the GM. Hence, the promotion.
◘ Contributed to the company’s cost cutting effort by designing the marketing promo materials
Spacewalk Indoor Sky Diving September 2008-April 2009
Receptionist/Reservation Officer
Abu Dhabi Health & Fitness Club, Street 19
Al Saada St. Abu Dhabi, U.A.E.
Roles and Responsibilities:
◘ Attending on calls, answering inquiries, taking reservations and periodic reporting
◘ Monitoring of e-mails and disseminate information for guests’ reference
◘ Monitoring the Frequent Flyers’ information
Career Highlights:
◘ Changed the Frequent Flyers’ information management by designing basic database using Excel
◘ Awarded best customer service officer
Deutsche Babcock Engineering -und Umwelttechnik A G June 2008-September 2008
Data Entry Clerk/Project Manager's Secretary
GSME Bldg. Round-about 7 and 8 Street
Old Musaffah, Abu Dhabi, U.A.E.
Roles and Responsibilities:
◘ Updating staffs and manpower Time Sheets from different sites for the payroll.
◘ Filing all documents for the future reference and receiving incoming fax.
◘ Processing and updating all Leave Applications and Joining Report for the staffs and manpower.
◘ Assigned to follow-up all the e-tickets for those who will be going on leave.
◘ Assigned to do the Gate Pass requisition for those employees who will be assigned in some sites.
◘ Responsible for Visa Requisition for newly hired employees.