Mayar Tolba

Provide high-level administrative support and ensure
the smooth operation of the Managing Partner's
office.
- Responsible for assisting the Managing Partner in his
day-to-day activities, enabling him to focus on
strategic initiatives and business development.
- Attention to detail, exceptional organizational skills,
and ability to maintain confidentiality.
- Proactively manage the Managing Partner's calendar,
schedule appointments, and arrange meetings, ensuring optimal time management and coordination.
- Prioritize conflicting demands and adjust schedules as necessary to accommodate changing priorities.
- Screen and manage incoming calls, emails, and
correspondence, exercising judgment to determine
urgency and appropriate actions.
- Draft and prepare professional and confidential
correspondence, reports, presentations, and other
documentation on behalf of the Managing Partner. - Prepare meeting agendas, collate necessary
documents, and ensure timely distribution to
participants.
- Attend meetings, take accurate minutes, and follow
up on action items, ensuring effective communication
and seamless execution of decisions.
- Coordinate complex travel arrangements, including
flights, accommodation, transportation, and visa requirements, ensuring efficiency, cost-effectiveness, and adherence to company policies.
- Prepare detailed itineraries, travel packs, and expense reports, meticulously managing all logistical aspects of the Managing Partner's business travel.
- Information Management and Research:
- Conduct thorough research on relevant topics,
industry trends, and competitors, compiling findings into concise reports for the Managing Partner's reference.

Relationship Management:
- Build and maintain effective relationships with
internal and external stakeholders, including clients, partners, and senior executives, on behalf of the Managing Partner.
- Act as a liaison between the Managing Partner and various departments, ensuring open lines of communication and fostering a collaborative work environment.
- Special Projects and Initiatives:
- Support the Managing Partner in ad-hoc projects,
such as strategic planning, business development,
and process improvement initiatives.
- Demonstrate flexibility and adaptability to assist with
additional tasks as required to meet business
objectives.
- Generating new leads on CRM and consistently
updating them

Main Responsibilities
● Support the development and implementation of HR initiatives and systems. ● Manage employee relations issues in accordance with Qatari laws.
● Communicate with employees on matters related to HR issues.
● Provide administrative support for new hires including orientation programs. ● Manage and maintain employee leave requests and balances.
● Monitor attendance, sick leaves in cooperation to the payroll.
● Process and review the payroll sheet and submit for approval.
● Handle employees financial settlement preparation and gratuity.
● Responsible for all recruitment cycle; posting jobs, screening CVs and interview.
● Prepare Job offers, letters, internal Memos.
● Implement new sourcing methods (e.g. social recruiting and search engines).
● Coordinate with Department Heads to forecast future hiring needs and setting departmental manpower plan..

I maintain the schedule of the DGM and assist him by performing a variety of administrative tasks with great time-management and multitasking abilities.
● Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
● Attend meetings and keep minutes.
● Receive and screen phone calls and redirect them when appropriate.
● Handle and priorities all outgoing and incoming correspondence (e-mail, letters, packages etc.)
● Provide administrative assistance to the management, such as write and edit emails, letters, draft memos and
follow up with the concerned for the feedback.
● Maintain all documents and paperwork in the filing room as well as the digital archive using alpha-numeric
filling system.
● Maintain the correspondence and reports log.
● Mange and maintain the weekly and monthly reports and follow up with the project managers for the
submission.
● Maintain the Subcontractors Outstanding Payments and progress Payments from the site and with Accounts
department.
● Monitoring and review the site and office Petty Cash.
● Monitor and maintain office supplies and stationery.
● Maintain Projects and Departments Budget with respect of the staff salaries, Purchase Orders of the
materials and Equipment in site.
● In charge of the sites issues and requirements which requires an action/ approval of the DGM.
● Maintain the staff log (More than 500 Staff) allocation, transfers between the site with percentage of work in
each site, leave requests, salaries, resignations and requests.
● Coordinate with HR for new hire, Staff requests and all related HR matters.
● Review the reports prior to submission to the DGM, then action his comments.
● Maintain and review the Productivity Monitoring Report and Monthly updates of the quantities executed at
site, In addition to the site manpower requirement and transfers.
● Assist the DGM in reviewing the Purchase Orders of the projects, the Materials and Equipment requests. ● Monitoring the Equipment movement between the sites as per the date received and date of release.
● Maintain the Main Agreement and Variation Orders log (Submitted and Approved)

Responsible on a daily basis for ensuring the smooth operation of the office and administrative functions, as well as providing support to the Executive Director. 1) Organizational Support  Present a professional, welcoming first contact to all clients, funders, vendors, board members, staff, media, etc. - by phone, in person, and email. Responsibility for development & implementation of efficient office systems  Responsible for keeping office equipment maintained  Responsible for organizational functions and general meeting support: including arranging, follow up calls, maintaining office space schedules, securing food and supplies, copying + faxing  Responsible for incoming and outgoing mail, shipping and receiving  Responsible for maintenance of common spaces for appearance and functionality  Responsible for managing supplies and maintenance of storage areas,  Type and distribute letters and correspondence Manage files, record systems, office supplies and inventory  Provide support for teams: staff travel arrangements and expense tracking, program and stipend supplies, etc.  Assist the HR departments in payroll services by providing attendance information  Create periodic reports for the managers  Assist seniors in accounting procedures Manage petty cash of office  Process paperwork for employees or customers  Provide support for Marketing/Communications; maintain mailing list, assist with mailings and packets, web updating  Provide support for IT department: help monitor staff needs, assist staff with problem solving, assist IT staff as requested  Provide support for Human Resources: interview schedule, applicant pool, resume files, orientation, monitoring time sheets  Provide support for Finance; monitor staff credit card purchases and documentation, reconcile monthly VISA bill. 2) Executive Director Support  Track and help manage ED calendar, assist with meeting set up, and other duties as assigned  Assist with Board communications (mailings, meeting support, catering)  Research education topics and prepare memos for background  Scan the Inquirer, Daily News, Public School Notebook, and other national services for development opportunities, RFA mentions, significant events, federal, state, or SDP policy changes, etc

Responsible for supporting high-level executives and management or entire departments. Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests.
PRIMARY RESPONSIBILITIES
Provide administrative and clerical support to departments or individuals.
Schedule meetings and arrange conference rooms.
Alert manager about cancelations or new meetings.
Manage travel and schedule.
Handle information requests.
Prepare correspondence and stuff mail into envelopes.
Arrange for outgoing mail and packages to be picked up.
Prepare statistical reports.
Manage spreadsheets.
Greet and receive visitor.
Prepare confidential and sensitive documents.
Coordinates office management activities.
Determine matters of top priority and handle accordingly.
Prepare agenda for meetings.
Takes and transcribes dictation.
Helps prepare office budget.
Plans events and volunteer activities.
Maintain office procedures.
Coordinate travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
Operate office equipment, such as photocopy machine and scanner.
Coordinate committees and task forces.
Relay directives, instructions and assignment to executives.
Receive and relay telephone messages.
Direct the general public to the appropriate staff member.
Maintain hard copy and electronic filing system.
Sign for UPS/Fed Ex/Airborne packages.

I was responsible to apply for Airport Gate Pass for all SP staff;
● Maintain Gate pass log and keep track of expiry dates and renewal.
● Apply for a gate pass for newly joined staff.
● Keep track of employees attendance and preparing the monthly timesheet.
● Distribute important announcements from Abu Dhabi Airport to all employees. ● Writing emails, Memos and letters upon requests.