Mary Zaky

• Managing a complex schedule for the Chairman including booking meetings, conference calls and prioritize items that need attention.
• Organizing travel, accommodation and visas for Chairman, visitors, partners and clients.
• Work closely with the Chairman and Senior Leadership Team through regular correspondence, arrange meetings and prepare briefing materials for the Chairman.
• Follow up on action points from meetings on behalf of the Chairman.
• Maintain / update calendars for the Chairman
• Acting as the first point of contact: dealing with emails on behalf of the chairman, confidential correspondence and phone calls.
• Handles financial and accounting matters for the Chairman with confidentiality.
• Follow up / reminding the Chairman of important tasks and deadlines.
• Managing databases and filing systems.
• Storage & retrieval of business and personal activities.
• Meeting and greeting visitors at all levels of seniority.
• Performed research, data collection, document generation as necessary to complete special projects and price quotes.
• Handling some family issues as requested.
• Prepare all medical expenses related to Chairman and Family and follow up on refunds.
• Miscellaneous tasks as requested by the Chairman.

• Manage CEO’s calendar including scheduling appointments, internal/external meetings, conference calls, travel, emails, faxes, presentation preparation and often corresponding on behalf of the CEO.
• Directly contacting with the Government on behalf of the CEO as requested to follow up on all company tenders and scope of work.
• Maintain physical and electronic office filing systems for the CEO.
• Attend/prepare meetings on behalf of the CEO, record minutes of meeting and follow up on all action items.
• Prepare monthly payments, responsible for monthly petty cash and responsible for submitting monthly financial expenses to the Auditing office.
• Acts as a liaison with landlord and building management on any office-related issues.
• Acts as a liaison with the Board of Directors as needed.
• Assists with recruitment efforts, new hire orientations, on-boarding and terminations and negotiate with medical insurance companies to reach the best offers.
• Coordinate with Bids and Proposal department and ensure that all tender / proposal documents are correctly prepared, printed, filled and submitted to the Government.

• Handling all Administration /office-related tasks.
• Follow up all company sales inquiries and handling finalized Quotations related to customers.
• Assisting Export Manager in all export and abroad sales obligations
• Providing relief support for Export Manager in administrative duties
• Make sure exports are not late and keeping all individuals/teams aware of order progress.
• Communicate with the company team in factory, costing and logistics.
• Market research for new customers.
• Communicate with export-related authorities, and customers, in all relevant territories and countries,
• Handle confidential information, maintain filing system and ensure the security of records, correspondences and documents
• Prepare all petty cash listing / expenses related to Export Director/Vice Chairman
• Follow up with Accounting/ Finance Dept. all customers’ invoices.

Provide administrative and assistance support to GM, Area Commercial Director & Finance Director
and handle correspondences including incoming mails, faxes, etc.
• Arrange with department managers on all matters pertaining to meetings and visitors.
• Coordinating, organizing and attending internal & external meetings / events and ensuring the GM is
well prepared for meetings
• Arranging travel, visas, accommodation and occasionally travelling with the manager.
• Prepare Cheque, Payment vouchers, Issue catering invoices and prepare petty cash listing.
• Prepare all expenses related to GM, Area Commercial Director & Finance Director
• Prepare all medical expenses related to GM, Area Commercial Director & Finance Director and
submitting the invoices to the Medical insurance company.
• Undertake and manage all other day-to-day activities.

• Filter emails, highlight urgent correspondence and print attachments.
• Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the CEO to match his requirements.
• Minute general meetings as required and complete research on behalf of the CEO.
• Keep and retrieve files.
• Ensure guests meeting with the CEO are well taken care of.
• Provide a service that is in line with the CEO’s work habits and preferences.

Responsibilities:
• Liaise and follow up office renovation, refurbishment projects, space planning and update floor plans.
• Submit visa applications for staff and customers, book and re-confirm air tickets, flight changes and
hotel bookings, based on customers' visiting schedules.
• Maintain an organized internal filing system and Update policies and procedures.
• Handle payment for administration services, business memberships subscription and renewal and
responsible for petty cash claims and records.
• Assist in sourcing and purchasing Company’s fixed assets.
• Arrange daily operation schedule, carpool bookings and delegate work to subordinates based on their
abilities and workload.
• Monitor team’s work progress and staff performance.
• Handle customers' enquiries and complaints.
• Perform other duties as assigned by Management. Such as IT and HR tasks.

• Prepare Correspondence, receive visitors and coordinate meetings and conferences.
• Set up travel arrangements and accommodation and entertainment arrangements for company visitors.
• Controlling the G&A Budget, never exceed the budget is my full responsibility.
• Prepare for Board meetings.
• Organizing office maintenance, organize Filing System, design and implement office policies, standards and procedures
• Responsible for office systems, layout and equipment procurement
• Coordinated the communications and logistics of staff meetings.
• Performed research, data collection, statistic compilation, document generation as necessary to complete special projects and price quotes
• Set up, arrange and attended special sales events
• Updated and maintained company library consisting of product samples
• Utilize Timesheets.

• Classroom management; Planning, preparing and delivering lessons to a range of classes and age
groups. Setting tests, examination papers and getting involved in social and cultural activities such as
sports competitions, school parties, dinners and excursions.
• Devising, writing and producing new materials, including audio and visual resources and attending
training sessions.
• Preparing information for inspection visits and other quality assurance exercises.
• Basic administration, such as keeping student registers and attendance records.