Office Manager
Al Reem International Companies Management L.L.C
Total years of experience :20 years, 9 Months
• Managed the CEOs Office and the Executive teams Management tasks, including scheduling meetings, events, and business trips, preparing reports, letters, meeting minutes, memos and controlling office expenses.
• Oversaw HR management tasks through liaising with the outsource HR agency and ensured employee contracts, visa process, HR policies are all up to date and meet the standards.
• Collaborated with Facility and Services management teams by maintaining a solid knowledge and developing strong relationships with the vendors, negotiating contracts, monitoring suppliers performance, and making sure that all tasks are aligned in terms of deliverables budget and timeline requirements.
• Planned in-house or office-site activities and logistics, such as celebrations and team-building events.
• Ensured that company licenses and establishment cards are renewed timely.
• Communicated with Congress speakers (Ministers / Nationals & Internationals) while maintaining a high level of customer service and professionalism.
• Maintained solid knowledge based on all processes and materials in order to answer speakers questions with confidence and ease.
• Monitored event activities to ensure compliance with applicable regulations, as well as speakers policies
• Reviewed/edited/coached/mentored speakers, topic and slides and expenses.
• Assisted in preparation and submission of proposal, quotations in terms of business and contracts.
• Maintained collaborative relationships with clients/ suppliers / managers / employees.
• Monitored supplier performance against service level and flag potential issues.
• Coordinate all aspects of travel arrangements, including booking flights, hotels, rental cars, and tours.
• Acted as the first point of contact for all enquiries made to the office.
• Assisted with travel, transportation and logistics to bring the subtitling and translation teams to Abu Dhabi and ensured that the hotel reservation and transportation is arranged per the set plan.
• Worked closely with legal / HR Department. Prepared service agreement for our suppliers and sub-suppliers who translate and review all venues/Box Office staff contracts and job descriptions.
• Prepared job fairs and recruited temporary staff for venues/Box Office positions.
• Coordinated simultaneous or consecutive translation requirements for Abu Dhabi Film Festival.
• Collaborated closely with different departments within Asset Management Group (AMG)/NBAD, particularly the legal department. Reviewed clients documentation such as Memorandum & Article of Association, trade license, Power of Attorney, Anti Money Laundering requirements as directed by senior management.
• Managed a wide range of legal tasks including drafting documents, and reviewing transaction documents such as Articles/Memorandums of Association and Powers of Attorney/Board Resolutions. Ensured all documents were properly attested and in adherence with regulations.
• Assisted in identifying and resolving asset management issues; monitored performance of closely held assets; completed annual investment reviews and reported exceptions to management.
• Supported Senior Brokers in various capacities including verifying eligibility, establishing new trading accounts, and managing paperwork.
• Ensured all documentation produced by AMG met requirements for both internal and external purposes, particularly non discretionary and discretionary mandates.
• Designed travel itinerary based on clients preferences and budget (Tkt booking / accommodation/ logistics)
• Established strong relationships with travel suppliers and negotiated discounts.
• Participated in conducting interviews and handling new employee orientation programs